Senior Administrative Assistant
Job Description
Operating Title
Senior Administrative AssistantLong Classification Title
Senior Administrative AssistantCampus Location
DurhamDepartment
UNH CEPS Chemical EngineeringSummary of Position
Acceptable minimum level of education
HS or equivalentAcceptable minimum years of experience
5-7 yearsPosting Number
PS4663FY24Other minimum qualifications
Additional Preferred Qualifications
Work experience in college/university environment.
Office management experience.
Ability to make good, consistent and fair decisions.
Commitment to the University’s mission and strategic plan.
Salary Information
Quicklink for Posting
https://jobs.usnh.edu/postings/61375Percent Time Information (FTE)
1.00Grade
12EEO Statement
The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.
Institution Information
institution providing comprehensive, high-quality undergraduate and graduate
programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles
north of Boston and 8 miles from the Atlantic coast and is convenient to New
Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students,
with a full-time faculty of over 600, offering 90 undergraduate and more than 70
graduate programs. The University actively promotes a dynamic learning
environment in which qualified individuals of differing perspectives, life experiences,
and cultural backgrounds pursue academic goals with mutual respect and shared
inquiry.
The UNH Diversity Resource Guide with information and programming available in
the seacoast area, New Hampshire, and the region can be found here:
https://www.unh.edu/hr/diversity-resource-guide
Posting Date
06/18/2024Open Until Filled
YesPosting Open to Internal Candidates Only?
NoInterested Internal Candidates Exist?
NoJob Category
Hourly Staff (Non-Exempt)Appointment Type
RegularDrivers License and Physical Requirements. Please check all items that apply.
None applicableDuty/Responsibility
• Welcome students.
• Manage and update student records. Establish and maintain complex filing systems. Create detailed student undergraduate academic advising sheets for CHE and for BENG students. Display advising sheets on the website, in student files and distribute to students as requested. This includes inputting student progress within the program. Students are required to obtain a minimum 2.00 grade-point average in CHE 501-502 and in overall standing at the end of the sophomore year in order to continue in the major. Students not meeting the requirements are contacted via email. A minimum of 129 credits is required for graduation in the program.
• Review course registration worksheets. Distribute RAC numbers.
• Correspond with incoming students and current students to answer course registration questions, to schedule appointments, to send notices of jobs and internships, REUs, upcoming seminars and events, important dates and other advising topics.
• Monitor the number of students enrolling in CHE courses.
• Grant permissions for enrollment in departmental courses.
• Transfer In/Transfer Out of Students – update student files, mailboxes, rosters, and email lists within the Chemical Engineering and the Bioengineering programs.
• Complete Certificates of Completion for graduation for undergraduates and graduate students.
• For graduate students, coordinate and manage all pre-applications and applications.
• Prepare WebIntelligence reports of graduate applications for review.
• Update all graduate student files with WebIntelligence course and grade information reports.
• Send signed graduate action sheets to the graduate school.
• Create, manage and update extensive alumni data bases.
Duty/Responsibility
• Manage the daily operations of the Department of Chemical Engineering and Bioengineering Office efficiently, effectively and with attention to detail. Maintain confidentiality in the communication of all sensitive information and materials within the department of Chemical Engineering, within the College of Engineering and Physical Sciences and within the University of New Hampshire.
• Manage, maintain and update the Chair’s calendar. Arrange schedules and appointments.
• Initiate emails to faculty to share information within the department, CEPS and UNH.
• Organize/manage department files for faculty, staff, P&T actions, etc.
• Create and maintain databases, documents, agendas, academic schedules and correspondences.
• Run reports, check enrollments, monitor course selections, monitor graduate student applications.
• Update graduate and undergraduate catalogs.
• Act as primary contact and coordinator with facilities, scheduling, the registrar’s office, the Office of International Students and Scholars and more.
• TAM (Telecom Account Manager) for Department of Chemical Engineering and Bioengineering. Request & monitor work orders for telephones and Ethernet ports. Routinely audit telecom invoices for accuracy.
• Accounting – Monthly p-card statement accountability with all receipts managed, organized, filed and saved.
• Event Planning and Catering – Plan conferences and special events, with room scheduling, catering, invitations, printing, monitoring budgets, planning and follow up assessment for the following events:
Department Advisory Board Meeting
Fall Social
Fall and Spring Open House, Admitted Student Days, Accepted Student Day
Bioengineering Symposium Event
CHE Holiday Party
CHE Commencement Breakfast
Wildcat Days
• Coordinate Faculty Searches and Faculty Hires
• P&T Preparation Assistance
• ABET Preparation Assistance
• Schedule student visits with members of the faculty for introduction to the Chemical Engineering and Bioengineering programs.
• Schedule corporate recruiting visits for companies that wish to meet with students.
• Prepare and edit literature packets and materials for the Chemical Engineering and Bioengineering academic programs.
• Surveys – senior surveys, undergraduate, alumni
• Coordinate, schedule and maintain department office equipment, rooms and supplies.
• FAMIS Keys – Key pool manager for the Department of Chemical Engineering and Bioengineering. Manage all Kingsbury keys to the Chemical Engineering and Bioengineering Laboratories. Keys are stored in a locked environment and are carefully recorded and controlled through the use of the Famis Self Service Key Pool system of transfers. All keys going out and coming in are recorded and accounted for accurately.
• Sign for chemical and bioengineering laboratory deliveries. Chemicals coded with Environmental Hazard labels are held for the Environmental Health and Safety Department at UNH to inspect and to bar-code for proper safety and tracking. RUSH deliveries that require specific refrigeration on arrival are monitored.
• CEPS Deans Office – Attend Monthly Meetings
• IT/Software – WebI, Xtender, Banner, PeopleAdmin7 (PACES), Famis, Qualtrics, Canvas/My Courses, CEMS, Drupal 7
• Training – UNH is a wonderful place to work for Lifelong learning. Software is kept new and updated. Training sessions are attended to stay current with updated and improved tools. The UNH Communications Summits are great opportunities as well.
Duty/Responsibility
• Website – Develop, update and maintain department website. Update photography, add new faculty, seminars, new publications and awards, new programs, and course information.
• Photography – Department of Chemical Engineering Photographer
Duty/Responsibility
• Scheduling Coordinator – Plan, negotiate and coordinate the scheduling of all classes in the department, including the large rooms, class meetings, department meetings and related functions. Prepare materials, documents, records and reports while paying close attention to detail, course and lab related time conflicts, class sizes, course changes and deadlines.
• Alter scheduling times/rooms/enrollments as required.
• Seminars, PhD Dissertations and Master Thesis Defenses – schedule all seminars, advertise, add to website, and create seminar notices.
Duty/Responsibility
• Hire, schedule, train and supervise student workers and/or other office staff.
• Data entry, department mailings, labels, filing, data collection and student lists
• Mail sorting and delivery, course homework folders for ABET
• Bulletin board displays and updates, Department Calendar of Events – and updates
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