Administrative Assistant, Mathematics

The Administrative Assistant manages and coordinates daily operations of the Mathematics Department and the Aetna Quantitative Center, and is the first point of contact for both frequently answering questions and providing resources to students, staff faculty, parents, etc. via phone or email. The successful candidate will be a team player with strong administrative and computer skills who enjoys working with the public and is eager to learn new IT platforms and new software applications as they arise.

• Orders necessary office and classroom supplies and materials for department/area, meetings, and events. Works with vendors on invoicing and purchase orders. Liaises with appropriate parties to service office equipment and troubleshoot issues.
• Completes financial transactions including, but not limited to, processing all invoices, check requests, reimbursements, and transfers, filing all appropriate paperwork, monitoring expenditures and budgets, submitting expense reports, and submitting student payroll.
• Assists director and chair with Mathematics Placement Exam as well as during pre-registration periods.
• Manages scheduling such as calendar appointments, department meetings, and online calendar of events.
• Assists with securing locations/event spaces, arranging catering, working with vendors and presenters, coordinating travel (accommodations, dining reservations, etc.)
• Inputs data into Excel, specifically in the record-keeping for the Aetna Quantitative Center, and maintains records in department databases. Compiles, tracks, and assesses various data fields within databases as needed. May generate reports as needed.
• Assists in preparation of reappointment and promotion files.
• Assists in correspondence with students and prospective students.

• High School Diploma, or GED
• Outstanding administrative support skills, including excellent written and verbal communication skills, strong interpersonal skills both in-person and over the phone, the ability to write clearly and properly, expertise in problem-solving, task and time management
• Must be proficient in determining priorities and able to exercise good judgment
• Comfortable in dealing with and working effectively with students, faculty, and staff
• Willingness to be a team player
• Excellent verbal and written communication skills
• Proficient with Microsoft Office
• Experience with ordering, managing invoices, and monitoring accounts (Preferred)