Job Description

Departmental Assistant

Rhodes College is hiring a Departmental Assistant. The assistant provides clerical and administrative support for the Anthropology & Sociology/Psychology departments.

Job Responsibilities Include But May Not Be Limited To:

• Processes assigned materials for the Anthropology & Sociology/Psychology departments, including programs that faculty members direct (including but not limited to correspondence, scholarly articles, bibliographies and class materials). Includes proofreading and editing tasks, for which effective skills in regard to proper spelling, punctuation, alphabetization and grammar are essential.
• Provides administrative support for the business operations of both departments. This includes managing the departmental budgets and inter-account transfers, processing check/reimbursement requests, invoices, payments and expense reports.
• Performs general receptionist duties such as greeting visitors, answering inquiries and distributing mail. Handles incoming and outgoing communications (written, telephonic and electronic) for the departments in accordance with standard operating procedures.
• Operates and maintains a variety of office equipment including personal computers, printers, copiers, fax machines, and scanners. Utilizes appropriate software on the personal computer as designated by the departments (e.g., word-processing, spreadsheet, database, desktop publishing, Drupal, web page editors, and internet search).
• Establishes and maintains filing and record keeping system for the departments. Monitors inventory of the departments' office supplies and maintains as necessary.
• Maintains calendar of events for the departments' members. Schedules appointments and meetings and makes travel arrangements and reservations as necessary.
• Coordinates faculty searches and manages planning, promotion and logistics of departmental events by working with Aramark, physical plant and external vendors as needed.
• Maintains departmental newsletter and web sites and consults regularly with faculty to ensure content is accurate and up-to-date. Designs, produces and circulates other publicity materials as necessary.
• Oversees hiring, trains, schedules and supervises student workers assigned to the departments. Determines that their work has been done properly before approving it, in order to maintain the quality of work done in the office.
• Maintains department library and collections, places articles and books on reserve for classes.
• Schedules classrooms used, equipment used, meetings and lunches for the departments.
• Makes sure that all the work is finished on time; (syllabi, letters, memos and all other written material for use in classes).
• Regular attendance is an essential function to perform the duties of this position.

Job Qualifications:

• HS Diploma or GED required.
• One year of administrative or clerical experience required OR bachelor's degree required in lieu of experience.
• Proficiency with MS Office required.
• Excellent written and verbal communication skills required.
• Demonstrated ability to multi-task and to work effectively and efficiently with faculty, staff, students, and off campus professionals required.
• Demonstrated ability to organize numerous projects, work with attention to detail, consistently meet deadlines, and exercise professional judgment required.
• Demonstrated ability to work with sensitive and confidential information required.

Physical Demands:

• General office environment. Requires sitting for extended periods of time, reaching, visual acumen and manual dexterity for working with computer keyboards. Exerting up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects. The physical demands that must be met to successfully perform the essential functions of this job. Close visual acuity to review both print and electronic documents. Frequent typing using the keyboard.

A complete application includes a cover letter and a resume. Rhodes is an equal opportunity employer that offers an excellent benefits package and a great working environment.

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