Faculty Administrative Assistant

Lycoming College•Williamsport, PA

About The Position

Lycoming College’s office of Academic Affairs is now accepting applications for a Faculty Administrative Assistant. This position provides administrative and clerical support to a group of faculty and their respective departments on campus. Specifically, it plays a key role in supporting the Phi Kappa Phi Honor Society and our Fulbright Foreign Language Teaching Assistants. This is a full-time, 10-month position with the months of June and July off. Who We Are: Founded in 1812, Lycoming College is one of the nation’s oldest and most respected liberal arts colleges. Today, our community of 1,200 active learners from 26 states and territories and 13 countries comprises a student body that is 31 percent domestic students of the global majority or international, all of whom work with our renowned scholars to craft customized combinations of market-driven majors, minors and concentrations across our 52+ academic programs. Students compete in 20 NCAA Division III sports, participate in faculty-driven research, thrive in a robust program of internship experiences, and study abroad in more than two dozen countries. Lycoming College has one of the highest endowment-per-student ratios in the country. The institution is a member of the Annapolis Group of Liberal Arts Colleges and is recognized by U.S. News as a top 100 National Liberal Arts College and the No. 21 Best Value School. Lycoming College is dedicated to providing a high-quality liberal arts and sciences education for all students. Learn more at https://www.lycoming.edu . The College proudly celebrates and values the principles of inclusive excellence. In its 2021 Strategic Plan, Lycoming College committed to recruiting more faculty and staff from historically underrepresented groups. The community works to foster an inclusive campus community and to support the success of all faculty, staff and students. The College recognizes that a community formed of a wide range of backgrounds and experiences benefits all its members and serves to advance Lycoming’s goal of preparing graduates to become ethical, informed, and engaged individuals Lycoming College is an equal opportunity employer.

Requirements

High school diploma; associates degree preferred.
Minimum 3 years of significant experience in an office setting preferred.
Ability to work independently, determine priorities, and handle a high volume of assignments effectively.
Ability and commitment to project a professional and positive image.
Ability to plan, lead and develop programs involving multiple constituents.
Writing and proofreading skills are sufficient to prepare a wide variety of documents with correct spelling, grammar, and punctuation.
Expertise in Microsoft Office (Word, Excel, PowerPoint, Outlook); with demonstrated ability and willingness to learn new applications.
Ability to maintain confidentiality required; ability to think critically and exercise mature judgment.
Excellent communication and interpersonal skills; ability to use tact, discretion and courtesy in contacts with all people who have contact with the College.
Proven ability to work well with diverse groups.

Responsibilities

Hire, train, coordinate, and oversee work responsibilities of student support staff (if applicable per department)
Prepare, process departmental incoming and outgoing mail in a timely fashion
Process accounts receivable and accounts payable invoices to the Business Office using appropriate general ledger budget account allocations
Process and reconcile monthly P-card statements for department P-cards
Maintain highly reliable files and departmental recordkeeping system(s)
Order departmental supplies for faculty, stockroom, classrooms and/or students
Act as a building advocate: process work order requests to Buildings & Grounds and IT Services for repair, routine maintenance and special requests for issues that require attention and follow-up to ensure issues have been resolved or requests completed
Responsible for maintaining office machines and equipment, coordinating repair services as needed
Answer phone calls, emails, and provide customer service assistance to students, faculty, staff and others with questions or concerns
Provide full administrative support to the faculty and department chairs
Exercise discretion in all matters of confidentiality
Provide basic coverage for other administrative assistants in their absence
Create and maintain calendar appointments
Compile/prepare simple and complex documents, spreadsheets, syllabi, letters of recommendations and reports as requested
Tracks department/program and faculty travel expenses
Assist faculty with textbook orders
Maintain department faculty Moodle accounts and course scheduling if applicable
Coordinate faculty evaluations biannually for respective department(s)
Coordinates special events for the departments/programs, including colloquiums and honor societies
Coordinates/prepares itinerary for special visitors, distinguished guests (e.g., guest lecturers, speakers), and candidates; makes travel arrangements, overnight accommodations, meal arrangements
Assist faculty with room reservations, make travel arrangements for field trips, special events, and faculty travel
Regularly reviews the department website in consultation with the department chair; submits requests for updating and/or revising content to the Assistant Vice President for Marketing
Perform other duties and special projects as assigned by department faculty, assistant to the provost, or the provost