Regular Full-time, Pay Grade 36
Administrative Specialist II
The Department of Sociology seeks an Administrative Specialist II to provide departmental student program support for both the undergraduate and graduate programs, as well as provide support to faculty in the completion of promotion and tenure dossiers, submit departmental travel requests and reimbursements, and assist in the planning and coordination of departmental event (conferences, lecture events, etc.).
This position provides administrative support to Sociology's undergraduate program, generating reports related to course enrollments, numbers of majors and minors, advisor assignments, student credit hours, and other reports related to undergraduate studies as requested by the undergraduate studies director, the department head, or the College. This position is also responsible for processing undergraduate actions in Banner, such as adding and dropping students from classes, declaring undergraduate majors, clearing student advising requirements, and assigning advisors to new majors. This position also provides administrative support to Sociology's director of graduate studies by assisting with graduate recruitment initiative, managing graduate applications, preparing graduate assistant appointment letters, and tracking appointment acceptance information. This position maintains and updates comprehensive spreadsheets of data on graduate student applications, internal funding for students, graduation status, degree type, and job placement. This position provides assistantship information to the director of graduate studies on the funding of budgeted positions and availability of centrally-funded fee waivers. This position monitors course registration of graduate students to ensure registration compliance of funded students each semester.
This position is responsible for processing all travel requests and reimbursements for Sociology faculty, staff, students, and guests. This includes coordinating with the traveler to arrange trip details and secure transportation, process payment of conference registrations, and reserve lodging, and is responsible for entering Guest Traveler requests in IRIS. This position is responsible for ensuring compliance with University travel policy when submitting reimbursement requests. This position is the departmental resource for all questions related to travel policy and is responsible for establishing departmental procedures related to travel requests and reimbursements. Additionally, this position plans and coordinates departmental events, submitting entertainment prior approval requests when required, ensuring that catering is in place and that space is reserved and set up properly (utilizing Ad Astra for on-campus events), and acting as the primary contact for vendors. This position is responsible for attending event planning meetings, assisting with the processing of contracts for events when needed, and accounting for expenditures. This position will also assist in the development of event advertisements, ensuring compliance with University branding requirements.
This position provides support to faculty by facilitating the promotion and tenure process for faculty and the promotion process for lecturers, advising candidates and committee chairs of department, college, and university guidelines. This position completes departmental information for dossiers, gathers and formats dossier information prior to submission for review and vote by departmental faculty, and verifies that dossiers meet College guidelines prior to submission to the College. This position facilitates the faculty review and retention process (tenured, tenure-track, and non-tenure-track). This position provides administrative support to faculty and the department head and is the primary contact for students and visitors to the department.
