Administrative Assistant – Mathematics and Physics

Overview

WHO WE ARE

The University of Dallas is a Catholic university that seeks to educate the whole person, encouraging its students to pursue wisdom, truth and virtue as the proper and primary ends of education. We have consistently ranked as one of the top regional universities in the country. We are dedicated and guided by our Mission.

 

SUMMARY

UD is currently seeking a part-time Administrative Assistant to provide support for the Mathematics and Physics departments’ routine business and academic activities. This position also provides administrative support for the Journalism program as needed.

 

PRIMARY RESPONSIBILITIES

·         Answer phone calls and direct calls to appropriate offices or take messages.

·         Assist with managing faculty calendars: schedules, conferences, and travel.

·         Manage department calendar and email account for all official department events and communication.

·         Coordinate the maintenance and repair of office equipment. Maintain supply inventory.

·         Sort and route incoming correspondence, including mail. Prepare outgoing mail.

·         Perform data entry and prepare reports, letters, and spreadsheets, and other documents, including EAFs, student EPAFs, using work processing and database forms and software.

·         Schedule student clerical and/or lab workers’ assignments.

·         Maintain course files, including files or class materials and course evaluations.

·         Assist in maintaining records including loading course evaluations and other records on shared departmental drives.

·         File and retrieve documents, records, reports, and other materials.

·         Assist the department chairs in tracking faculty course loads.

·         Assist in maintaining the department website in coordination with the department webmaster.

·         Help with department newsletters and communication with alumni and prospective students.

·         Monitor and reconcile budget to track expenditures using the FAST system.

·         Hire student workers and manage their work so that classrooms and laboratory spaces are well maintained.

·         Plan and oversee receptions for departmental events.

·         Assist the Director of the Journalism program on an ad hoc basis with any administrative needs.

 

MINIMUM REQUIREMENTS

•        High school diploma/GED.

•        Previous office administration experience.

•        Ability to communicate effectively and grammatically, both orally and in writing.

•        Strong interpersonal skills and the ability to work effectively with individuals throughout the University.

•        High degree of flexibility.

•        Ability to maintain emotional control under stress.

•        Ability to take initiative to identify problems and find solutions to address departmental needs.

•        Strong computer skills, including ability to work with Word, Excel, Google Workspace, Banner, and FAST.

•        Capable of being able to track progress in long, ongoing, overlapping projects.

•        Proficiency in accounting/bookkeeping.

 

PREFERRED QUALIFICATIONS

•        Some college work.

 

ADDITIONAL INFORMATION

·         This is a part-time, 20 hour per week position.

 

BENEFITS

UD provides competitive pay and benefits, including eligibility to participate in medical, dental, vision, life and disability insurance; employee events; a health and wellness program; a free fitness center; competitive leave programs; tuition waiver, tuition exchange for employees and their families; and matching retirement plan contributions.

If this sounds like the job for you, apply online at: https://hr.udallas.edu/apply/

The University of Dallas seeks to recruit, develop, and retain faculty, staff and administration of the highest caliber.

The University is an Equal Opportunity Employer and encourages applications from individuals who will enhance our community and advance our Mission.