Arts and Sciences Administrative Assistant - Schools of Humanities and Social Sciences

College of Arts & Sciences
FLSA Category

Position Title:  Administrative Assistant 

Department: School of Humanities & School of Social Sciences                                                              

Job Summary: This job provides administrative support for about 20 faculty and two directors in the humanities and social sciences academic areas. This position also serves as the initial and central contact for university personnel and guests.    

Primary Responsibilities:

1. Communicate with internal and external contacts: Answer employee, student, and visitor queries and direct them to the appropriate person/place.

2. Generate reports based on faculty requests such as number of majors, course level lists, and general retrieval of various types of information.

3. Provides support for routine and extraordinary departmental operations, which include the following:

  • Track department budgets, pay bills, coordinate purchases and receipts from outside vendors, and submit reimbursement for faculty expenses, etc.
  • Clerical support (order supplies; retrieve mail, and provide other clerical support as requested.)
  • Assist with faculty job searches (e.g., arrange interviews, set-up interview itineraries, etc.)
  • Assist with new faculty accommodations by arranging for their office at Millikin; introducing them to the university and coordinating their orientation to Millikin by assisting in their understanding of department and university procedures, and sending their book orders to the bookstore.

4. Support school directors with the following:

  • Coordinate course offerings and advisee lists with directors.
  • General administrative support for the director.

5. Assist faculty with the following:

  • Assist in course material preparation (order textbook desk copies)
  • Assist with twice-annual scheduling day.
  • Collect and review syllabi to submit to Arts & Sciences Dean’s Office.

6. Provide student support with the following:

  • Answer questions
  • Communicate information about administrative processes such as schedule submission, changes (add/drop), and change of major procedures.

7. Supervise and direct student workers to assist you.

8. Provide scheduling/event planning:

  • Organize and coordinate/support special events and reoccurring activities: reserve rooms; make guest accommodations, arrange for catering, schedule transportation, and submit reimbursement for expenses.


Other Duties:

       As assigned.


Minimum Position Qualifications:

  • Education: High School Diploma or equivalent required; Associates Degree preferred.
  • Experience: Two to three years’ office experience.
  • Specialized Knowledge and Skills: Effective communicator; Good managerial skills; Flexible and organized; Independent worker and able to work with others; Excellent grammar and writing skills; Proficient in Microsoft Office; Ability to maintain confidentiality with professionalism at all times; Prior knowledge of Banner preferred but not required.


Work Environment:

  • Manual Dexterity: Dexterity to operate a keyboard
  • Physical Effort: Typically sitting at a desk or table; Occasional lifting 25 lbs. or less; Intermittently sitting/standing/stooping; Hearing and visual acuity within normal range.
  • Working Conditions: Typical working conditions found in most administrative work areas.


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