Careers

Title: Faculty Services Assistant

Department: Social Sciences

Duration: Indefinite

Job Summary

Reporting to the Senior Department Services Coordinator, the Faculty Services Assistant provides a wide range of administrative and programmatic support to faculty in the assigned academic departments. The position supports the teaching, academic, and professional work of department professors and enhances the learning environment for students. Also receives direction from department chairs, faculty, and the Office of the Dean of the College, particularly the Director of Academic Support Services.

This position is represented for purposes of collective bargaining by SEIU.

Job Duties

• 35% - Provide administrative support to department chairs and faculty. Assist faculty and the Department Services Coordinator to address administrative issues and needs within the department. Provide support in preparing course materials, maintaining faculty and staff contact lists, compiling and posting faculty teaching schedules and office hours, and aiding in scheduling and room reservations for courses and events, in collaboration with the Department Services Coordinator, department chairs, and the Registrar's office. Provide support in managing faculty-related administrative processes, including assisting program reviews and assessments, supporting faculty searches, and orienting new faculty and adjuncts. Assist faculty and the Department Services Coordinator with course-related needs including the coordination of teaching materials, ordering desk copies of course books, printing and copying, reserving classrooms and meeting spaces, audio-visual setup, and organizing class trips and academic events. Attend department meetings, take minutes, and serve on committees as needed. Provide support to faculty and the Office of the Dean of the College on various projects and initiatives, such as grant-funded programs and symposia. Handle other duties and projects as assigned by the department chairs or Office of the Dean. This may include supporting and being reassigned to other departments or programs within academic affairs when needed. - (Essential)
• 20% - Provide support for departmental events and programs. Assist with organizing and publicizing departmental events including speakers, seminar series, discussion, panels, and social events. Secures locations, arranges for refreshments, publicizes events, manages registration and event logistics, makes travel accommodations for guests, and processes stipends and reimbursements. Assist in collecting and evaluating data related to departmental programs and events to facilitate continual improvement and ensure the effective achievement of program goals and participant satisfaction. - (Essential)
• 20% - Provide support for managing and enhancing department's communication and marketing efforts, ensuring effective dissemination of information and promotion of departmental activities. Support the Department Services Coordinator in serving as a liaison between faculty, students, and the academic community, providing essential information and referrals, and engaging with the College and community members. Manage and update departmental websites and social media platforms, ensuring a current and accurate representation of department activities and news. Manage the creation and distribution of various communication materials, including flyers, brochures, newsletters, slide decks, and presentations, and develop campus-wide email announcements for departmental events. Coordinate community engagement efforts for departmental events and programs, including promotional activities and outreach to enhance department visibility. Engage with College and community members for updates and involvement in department activities, fostering ongoing connections and a sense of community. Act as the initial contact for the departments and the building, answering phones, greeting visitors, handling mail and correspondence, and updating and maintaining bulletin boards. Responds to basic questions regarding major and Core requirements and departmental curriculum and makes referrals as appropriate. Provides information to prospective students. Assist the Department Services Coordinator, the Registrar’s Office, department chairs, and associate deans on student-related matters, ensuring efficient communication and coordination. Assist the Department Services Coordinator in maintaining organized and efficient departmental files and records, ensuring accurate documentation and distribution of information. - (Essential)
• 10% - Provide support for building and facilities-related needs, helping to ensure efficient operation and maintenance of departmental spaces. Assist the Department Services Coordinator in managing and responding to departmental facility needs, including submitting work orders and liaising with facilities management or campus safety for maintenance, repairs, and emergency situations. Assist the Department Services Coordinator in coordinating and setting up office space for new and existing faculty, including arranging office essentials such as keys, computers, phones, and email setup. Assist the Department Services Coordinator in working with Facilities Management for building upkeep, coordinating maintenance projects, equipment purchases, renovations, and addressing equipment issues. - (Essential)
• 10% - Provide support to effectively utilize and steward departmental resources and budgets. Assist the Department Services Coordinator in monitoring and reporting on departmental budgets. Assist the Department Services Coordinator in working with the Business Office and other campus departments on expense reimbursements, payroll queries, and liaising with external financial agencies. Order office supplies and assist in the inventory and upkeep of office equipment. - (Essential)
• 5% - Provide support for the hiring, training, and supervision of student workers. Assist in the hiring of student office staff, including job posting, interviewing, selecting, and training. Assist in monitoring work hours, establishing schedules, and overseeing the accurate and timely submission of timesheets for student workers. Create department-specific information guides for student workers and instruct on college policies and requirements. Assist in managing student-related reimbursements and grant management. - (Essential)

Minimum Qualifications

High school diploma or GED. Successful completion of some college courses or a post-secondary training program. Equivalent combination of education and experience may be considered.  One year of experience as an administrative assistant, program coordinator, or a related position.  Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities. Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.  Strong commitment to a quality work product. Demonstrated ability to effectively communicate verbally, in writing and electronically.  Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.  Demonstrated commitment to justice, equity, inclusion & diversity.  Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.  Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.  Ability to self-motivate and work independently.  Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

Bachelor’s degree in liberal arts, administration or other fields related to position description.
Three years of experience in an academic environment.

EXPECTED HIRING RANGE:  $19.00/hr - $22.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.