Job Description
The position works closely with the Business Manager to provide financial, travel and administrative support to the Sociology Department. This position will provide departmental assistance support by establishing travel arrangements, entering travel request, entering expense receipts for traveler's reimbursement, etc. for faculty, graduate students and guests while maintaining current knowledge of departmental, college and university travel policies and procedures. Additionally, this position will manage and reconcile departmental travel cards for faculty and staff, reconcile procurement cards, manage and pay invoices and process petty cash reimbursement while ensuring compliance with University policies. This position provides Banner and academic support services for student-related actions and timetable management, as well as specialized support for undergraduate student services, and graduate program needs. This position will also serve as the front-line customer service support for the department and manage scheduling, communications and other administrative tasks.

Responsibilities
Financial / Travel

Purchaser for the department - Orders office supplies, books, technology, faculty services and memberships, etc. via purchasing cards and purchase orders, ensuring that p-card purchases are allowable and compliant with fiscal policy

Reconciles p-card purchase receipts with monthly statements and responds to audit requests

Management and payment of invoices

Purchase computer systems facilitated through the Computer Upgrade Program (CUP) and responsible for tracking expenses with budgets and providing reports and updates to the Business Manager

Responsible for petty cash reimbursement

Ensure that all department spreadsheets are kept up to date

Manage travel plans for faculty, staff, graduate students, and guests by coordinating with travelers to arrange trip details such as securing airline tickets, transportation and hotel reservations as well as coordinating entertainment and dining arrangements

Request missing information from travelers so that reimbursements can be efficiently processed

Ensure timely processing of requests and provide status updates to travelers

Enter expense receipts for traveler's reimbursement

Management and reconciliation of departmental travel cards for faculty and staff

Banner and Undergraduate Program Assistance

Process student course add/drop requests

Assist with timetable setup

Responsible for enrollment management of courses; tracking enrollments to determine when classes should be canceled, when course caps should be increased, when additional sections may need to be requested, and when additional support may be needed for large enrollment courses as well as providing class rolls to instructors

Responsible for removing registration holds

Collect and maintain records of all course syllabi

Graduate Program Support

Prepare itineraries and coordinate events for visiting prospective students

Provide support for graduate recruitment by answering incoming inquiries regarding graduate school requirements, policies, financial aid options, etc. and by selecting and purchasing items for recruitment/gift bags

Maintain, update, organize and secure all graduate records

Responsible for graduate student registration by assisting with applications, preparing graduate appointment letters, and tracking appointment acceptance information

Assist graduate committee with the review process

Responsible for processing application fee waivers in Slate

Administrative

Responsible for welcoming guests as well as building and maintaining relationships with multiple stakeholders by providing excellent customer service via telephone, email and in-person

Provide support to the department head with scheduling, communications and other administrative tasks

Responsible for management and tracking of all department equipment inventory and completion of any requested inventory reports

Responsible for the supervision of work study students

Responsible for processing of all key and maintenance requests for the department including submission of key requests/returns as well as maintenance requests ensuring that requests were completed

Manage all department printers, copiers, etc.

Coordinate parking allocations for faculty and staff

Compose, update and distribute email lists

Manage incoming/outgoing mail and packages for the department

Responsible for providing yearly space inventory

Responsible for annual Tech Fees

Assist Event Coordinator with event preparation and set up as requested

Qualifications
Required Qualifications

Education and Experience: High School Diploma with a minimum of 3 years of administrative experience

Knowledge, Skills, Abilities:

Knowledge of financial and/or travel processing

Strong customer service skills, attention to detail and time management

Excellent interpersonal, communication and writing skills

Skilled in Microsoft Office

Ability to multi-task and set

Ability to work well with others

Ability to learn new skills and software, as needed