Job Description

Working under the supervision of the Department Chair of Physics, the Administrative Assistant will provide a full range of administrative support to the Department Chair, faculty, staff, and students in the Department of Physics. Candidates for this position must be a problem-solver that is professional, independent, tech-savvy, confident, proactive, and exercises the utmost discretion.

Essential Duties and Responsibilities

• Provide administrative office support, coordinate and schedule meetings, calendar management, office, and phone coverage, and domestic and international travel arrangements for the Department Chair.

• Provide a full range of administrative support to students, faculty, and staff in an extremely high-volume environment.

• Work closely with theDepartment Chairand student workers to ensure daily office operations are smooth, effective, and efficient.

• Provide full support for meetings and events. Draft agendas, coordinate scheduling and attendance, oversee room bookings, coordinate catering, and oversee any A/V needs or additional materials.

• Maintain student and faculty database (assistantships, budgets), as well as student and faculty records.

• Assist with human resource needs, including the creation of requisitions in Workday and OSP Portal, printing candidate resumes, and coordinating interviews for faculty and student positions. Work closely with the Department Chair on the hiring of adjuncts, graders, course assistants, and TA/RAs.

• Serve as manager of departmental student positions, such as graders, course assistants, and TA/RAs.

• Handle routine budgetary processes such as expense reimbursements (P-cards), purchase orders, and invoice processing. Check processing requests and ensure proper routing, approval, and follow-through

• Maintain office supplies and coordinate maintenance of office equipment

• Maintain student, faculty, alumni, and External Advisory Board databases and mailing lists and provide support in publishing the department newsletter.

• Coordinate any necessary remedies needed for the office, classrooms, and labs with the Deans Office and Division of Facilitiesand Campus Operations.

• Collaborate with other academic and administrative units on relevant matters and external constituents as needed

Qualifications

• Bachelors degree or equivalent administrative professional experience

• Minimum of 2 years of relevant experience, preferably in higher education or other industry experience

• Expertise in Microsoft Office - Outlook, Excel, Word, and PowerPoint and other document management tools including Google Drive, OneDrive, and other solutions

• Familiarity with Workday is preferred

• Strong computer proficiency and the ability to quickly learn and assimilate new systems and information

• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands

• Ability to be both highly efficient and effective. Must be resourceful yet know when to ask questions and for help

• Ability to maintain and project a professional imageat all timeswith exemplary poise and diplomacy

• Maintain utmost confidentiality and discretion in all things, handling confidential and non-routine information with tact

• Strong customer service orientation

• Excellent communication skills, with the ability to communicate well with both internal and external constituents at all levels

• Excellent attention to detail and exceptional follow-up and follow-through skills

• Ability to plan, organize and coordinate large and small projects through to completion

• Proven ability to work independently and as part of a team. Ability to accept direction on assignments and work with minimum supervision, building support from colleagues where applicable

Department

Department of Physics

General Submission Guidelines:

In order to be considered a candidate for any job at Stevens, you must submit an online application. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Still Have Questions?

If you have any questions regarding your application, please contact Jobs@Stevens.edu

EEO Statement:

Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status.

Stevens is building a diverse faculty, staff and student body and strongly encourages applications from female and minority candidates as well as veterans and individuals with disabilities. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes.

Jeanne Clery Disclosure:

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the Department of Public Safety is required to publish an annual security report which includes statistics mandated by the Clery Act. You can obtain a copy of this report by accessing the following web site: http://www.stevens.edu/sit/police