The Administrative Assistant supports the functions of the School of Biology and Ecology (SBE). This position has administrative responsibility in student and faculty related matters, academic requests, oral and written communication to students, parents, staff, faculty, and others on school related matters that make up the day to day operation of SBE. Full-time, regular in-person position, 40 hours per week, 5 days a week. Daily work hours are Monday- Friday 8:00 a.m. - 4:30 p.m. This position pays $19.59/hour, or applicable transfer rate.
Essential Duties & Responsibilities:
- Manages student course changes, enrollment, course schedules, Infosilem, and Mainestreet queries. Conducts queries on Mainestreet and tracks SBE data relating to academic matters, SBE committees, and graduate and undergraduate student workers.
- Manages paperwork for appointments, including working with Financial Managers and payroll, for SBE employees including adjuncts, graduate teaching and research assistants, undergraduate student workers and others. Acts as backup approver of student hours.
- Acts as first point of contact for internal and external matters over the phone, email (...@maine.edu), and from drop-ins to the main office which include faculty, students, parents, the news media, and the public. Acts as building manager for Murray Hall and deals with emergencies or other issues.
- Oversees disbursement of communications, academic information, collection/review of information, reminders of deadlines and submission to SBE, the college and other units. Has administrative responsibility in student and faculty related matters, academic requests, and other school related matters that make up the day to day operation of SBE.
- Provides administrative and logistical support to SBE leaders and committees including managing documents, scheduling of meetings and other tasks. Assists in interpreting university policies and procedures pertaining to faculty and student matters.
- Coordinates student field trips, Schoodic trip and Adventure Semester, including reserving vehicles, and collects safety information, evening and weekend trip forms, and maintains information in case of emergency.
- Assists with training and supervision of undergraduate and graduate students (hired as needed) in office tasks.
- Assists in coordinating events for recruitment, open house, orientation, seminars, graduate proposals and defenses, and other programs
- Performs other reasonably related administrative duties as assigned by the Director of the School of Biology and Ecology.
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