Academic Specialist, Department of History Job at The Catholic University of America
Posting Title
Academic Specialist, Department of History
Overview
The Academic Specialist is responsible for providing high quality administrative support for the office, its staff, and contacts. He/She will perform services to support and active, student-oriented campus environment. Handles social media and communications for the department.
Responsibilities
- Perform all required administrative duties. Manage, direct, and respond to incoming office communications as appropriate, including email, faxes, and telephone calls. Forward department-related queries and messages to appropriate faculty and staff; redirect other queries and messages as necessary.
- Course scheduling, catalogue maintenance, and preparation of class materials.
- Maintain, research and compile data required to prepare organizational budgets and researches and resolved discrepancies.
- Collects, compiles, and analyzes moderately complex data and information.
- Compiles complex and routine reports.
- Prepares background material needed by manager to prepare presentations and reports, and responds to inquiries.
- Monitors expenditures and encumbrances against organizational budget and researches and resolves discrepancies.
- Serves as the primary contact for the departments’ Directors of Graduate Studies and assists them with reports and data as needed.
- Assists, preps, organizes, and submits all Contracts.
- Assists visitors to the department as well as students and faculty in person and via phone and email.
- Plans parties, receptions, and open houses. Welcomes visitors cheerfully and graciously. Requests rooms for receptions, lectures, exams, etc. as required.
- Responsible for Budget maintenance, development, and insight, including the use of Cardinal Financial and purchase card.
- Diligently manages Purchase card following all rules and regulations.
- Ensures compliance with all university policies.
- Assists the Chair and Faculty of the Department in the recruitment of undergraduate majors and minors. Works closely with the Office of Admissions to track and communicate with prospective majors. Prepares promotional materials and coordinate with Admissions on campus visits.
- Arranges meetings for graduate and undergraduate applicants to both units with faculty and current students.
- Organizes, accommodates, and advertises all seminars, lectures, workshops, and conferences. Handles travel arrangements and hotel reservations for invited speakers.
- Facilitates as needed with the students (undergrad and graduate).
- Coordinates activities of the Department and Center as a team leader.
- Recruits and supervises student employees, including establishing schedule to ensure office coverage, assigning and tracking tasks, supervising work quality, and submitting records of hours worked to Payroll.
- Maintains student records, alumni/ae lists, and all administrative printed and electronic data. Prepares and submits reports and administrative forms as required.
Qualifications
Bachelor’s Degree required with at least two (2) years administrative experience.
Proficient in Adobe Photoshop 7.0, MS Word, Word, Excel, People Soft.
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