Department Assistant-Architecture & Interior Design

Location : Main Campus - Homewood, AL

Job Type: Staff Full Time

Job Number: FY2500353

Division: Academic Affairs for Staff

Department: STA-Interior Design - Undergraduate

Opening Date: 12/13/2024

FLSA: Non-Exempt

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Description

Administrative Assistant duties to support the Chair of the Department.
Job Duties

Clerical:

• Occurrence is ongoing throughout the year.
• Provide general administrative and clerical support including mailing, scanning, faxing, copying, and emailing for the department Chair and faculty members.
• Serve as departmental Argos, Banner, and Spaces administrator.
• Create first draft of all Letters of Agreement per semester, track and secure signatures, and maintain executed documents.
• Maintain department filing system for documents including student and faculty information.
• Provide payment, travel, hotel, transportation, and parking passes for departmental visiting artists and guests.
• Maintain files of course syllabi and other course documentation.
• Assist with periodic reporting related to accreditation and assessment with accreditation organizations and site visits.
• Coordinate directly with Tech Services to utilize device tracking/management and updates to department technology.

Course Guardian Duties:

• Occurrence is several weeks before each semester.
• Work with the department chair to develop and maintain the course scheduling, faculty loads, and projections document.
• Use rolled over course schedule from previous Fall/Spring semesters and add/or remove courses as directed by the department chair to establish course in registration system (Banner).
• Assign meeting times and instructors to each course as directed by the department chair.
• Assign classroom locations to each course through the academic portion of Spaces.
• Provide Permits to approved students for course override restrictions when registering.
• Attend training and meetings required by the Registrar's Office.

Financial:

• Occurrence is ongoing.
• Purchasing: Enter requisitions for purchases in Banner, attain invoices from vendors, secure delivery of purchases, and track overall status for purchases from requisition to delivery.
• Communicate with new vendors and submit new vendor requests to Purchasing.
• Ensure proper process for returns and refunds, as necessary.
• Reimbursements: Aid faculty, staff, and students with expense reports and attain signatures before submitting to the accounting office.
• Process Supplemental Pay Forms for Faculty and Staff.
• Deposits: Prepare deposit slips and turn in with checks/cash collected from payments of costume rentals, refunds, and ticket sales.
• Work with department chair and SOA Business and Operations Manager to maintain and track department budget as requested.

Course Evaluations:

• Occurrence, twice a year several weeks before the end of Fall and Spring Semesters.
• Set up evaluation surveys in Qualtrics for each individual course (CRN number) within the department.
• Schedule email delivery of each individual survey in Qualtrics.
• Track responses during evaluation period and schedule reminder emails for each course, as needed.
• Create final evaluation reports for each course in PDF format and forward them to the instructor of each course, the department chair, and Dean's Office.
• Maintain evaluation reports in department files.

Student Employment:

• Occurrence is Ongoing, but heavy at the beginning of Fall Semester.
• Submit Student Employment Opportunity Postings to HR for each position.
• Submit Student Job Assignment Forms to HR for each potential student employee.
• Guide student employees on access and management of their Time Clock Plus System.
• Serve as backup Time Clock Plus supervisor on all department student employees.
• Complete and submit student employee status change forms when necessary.

Adjunct Hire:

• Occurrence is Ongoing but most active right before and during Fall Semester
• Request, compile, attain signatures, and forward the following hire documents to the Provost Office:
• Current CV/Resume
• Signed Faculty Employment Form
• Samford Faculty Application
• Christian Mission Statement
• Pending LOA
• Assist new adjuncts with onboarding related to Samford ID, Log in Access, Parking Decal, Canvas, etc.

Special Events Catering/Planning:

• Occurrence is several times per semester.
• Assist in room/space reservations and set-up.
• Purchase, and deliver refreshments for receptions, luncheons, etc.
• Coordinate with student employees on presentation and cleanup.
• Serve as on-site coordinator as required.

Student Services:

• Occurrence is ongoing.
• Disseminate Academic Chords and Certificates to awarded students at the conclusion of the academic year.
• Maintain studio pedestal key inventory and distribute keys as required.
• Provide Travel Letters (aka. Absence Excuse Requests) for students requiring class absence excuses due to official off campus travel and other departmental events when attendance is required.
• Assist students in on-campus needs related to departmental functions as requested.

Qualifications

• Either, a high school education with five (5) years of experience or a Bachelor's degree and a minimum of three (3) years of experience.
• Proficiency in Microsoft Word and Microsoft Excel.
• Requires the ability to report to work by 8:00am daily.
• Requires the ability to work continuously throughout the day, remaining in a sitting position for extended periods of time.
• Requires the ability to work in a highly collaborative team environment.
• Requires excellent time management and prioritization skills.
• Requires exceptional attention to detail.
• Requires the ability to communicate articulately through both writing and verbal communication.
• Requires being a self-starter, ability to take direction, and ability to work independently.

Preferred Qualifications

• Experience with SPACES, Banner, and/or Argos
• Experience with newsletters and department communications pieces

We offer a complete benefits package to full-time employees including health care, dental, vision, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our

01

Do you have either a high school diploma with at least five years of related experience OR a Bachelor's degree with at least three years of related experience?

• Yes
• No

02

Are you proficient in Microsoft Word and Microsoft Excel?

• Yes
• No

Required Question

Location: Homewood, AL, US

Posted Date: 12/25/2024