Assistant to the Chair


DEPARTMENT

Earth and Environmental Sciences


POSITION SUMMARY

The Department of Earth and Environmental Sciences at the University of New Orleans is seeking applications for an Assistant to the Chair. The Assistant to the Chair will assist the Department Chair with all aspects of Departmental Administration. Responsibilities include but are not limited to: serving as a liaison with all other University administrative offices, helping the Chair with budgetary monitoring and curriculum scheduling, ensuring that staff members are properly appointed in their positions, completing purchase and travel requests, and drafting short correspondences on behalf of the Chair. A Baccalaureate degree is required. Professional work experience in excess of 8 years can be used in lieu of degree. Individuals should be proficient in Microsoft Office applications. PeopleSoft and SharePoint software or some knowledge of State and University purchasing and travel regulations is a plus. Individuals with strong communication skills are preferred.


RESPONSIBILITIES

The Assistant to the Chair will assist the Department Chair with all aspects of Departmental Administration. Responsibilities include but are not limited to: serving as a liaison with all other University administrative offices, helping the Chair with budgetary monitoring and curriculum scheduling, ensuring that staff members are properly appointed in their positions, completing purchase and travel requests, and drafting short correspondences on behalf of the Chair. HR/Payroll Management reponsibilities · Process personnel forms: Complete 101’s for faculty, staff, and graduate assistants. · Submit Form 6 for student workers though SharePoint. · Hire intermittent employees and adjunct faculty as needed. · Coordinate paperwork for new hires · Create and manage departmental personnel files · Coordinate the use of SharePoint with HRM. · Work with appropriate staff in Business Affairs/SPA, Human Resources and Payroll. Purchasing · Process pending invoices and match reports. · Work with various vendors and set up accounts, as needed. · Manage monthly phone charges. · Manage spending freeze exemption forms. · Manage purchase orders. Manage Multiple Foundation Accounts · Weekly track spreadsheets on SharePoint. · Work with appropriate foundatation staff to coordinate checks, activity reports and spending allocations for awards etc. · Manage check requests on Foundations website. Course Scheduling · Enter class schedules through WEBSTAR every semester. · Coordinate with EES faculty for class rotations. · Manage room assignments. Additional Tasks · Manage advising holds and class permissions. · Manage graduate faculty appointments. · Manage Key/Card access request for the department. · Manage Schedule Changes. · Manage Driver Authorization forms and list. · Manage vans and other department equipment. · Manage poster printing by other departments. · Develop and distribute EES majors list each semester. · Manage PARs. · Work with student offices and assist in organizing guest speakers and other related venues. · Additional duties as assigned.


REQUIRED QUALIFICATIONS

A Baccalaureate degree is required. Professional work experience in excess of 8 years can be used in lieu of degree. Individuals should be proficient in Microsoft Office applications, and have strong communication skills.


DESIRED QUALIFICATIONS

Strong communication and interpersonal skills; Experience in higher education budgeting or personnel management. Experience working in a university academic environment; working knowledge of PeopleSoft, WebStar and SharePoint; Familiarity with budget processes and policies in the State of Louisiana, UL System, and/or the University of New Orleans.


SALARY

Commensurate with qualifications and experience.


DATE POSTED

08/16/2017


CLOSING DATE

Position will remain open until filled. For full consideration, please apply by August 30, 2017.


POSITION NUMBER

6354

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Important Notice

The University of New Orleans is an Affirmative Action / Equal Employment Opportunity employer. We do not discriminate on the basis of race, gender, color, religion, national origin, disability, protected Veteran status, age if 40 or older, or any other characteristic protected by federal, state, or local law.