Master Administrative Assistant

Email address: messerpm@muohio.edu
Office # (513) 529-0711
Fax # (513) 529-0717

Responsibilities: 

Administrative Duties 

• Serve as assistant to the chair
• Handles correspondence to alumni and friends.
• Processes staff / faculty / graduate assistant appointment forms including temporary faculty, overload assignments, and summer appointments.
• Provides support to faculty search committee
• Attends faculty/staff meetings and takes minutes.
• Attends Advisory Council meeting and takes minutes (fall). Plan, coordinate, and prepare for Advisory Council meeting and takes minutes (spring).
• Orders and distributes keys and maintains key files and requests HARCO access.
• Serve as primary support person in the preparation for accreditation by ABET and for Program Review.
• Web master – responsible for the creation, maintenance, and updates of the department’s web site.
• Oversee the maintenance of department, academic, financial, and faculty files.
• Maintain and update department brochures and bulletin board. Coordinate printing this material if necessary.
• Creates newsletter and alumni updater, arranges for printing and mailing.
• Perform any or all of the duties of the Program Associate, in that person’s absence, as able.
• Maintain current knowledge of department, divisional, and university policy and regulations and is able to serve as a resource person to faculty, staff, and students.
• Bulletin Boards – update, review, monitor, design 

Accounting Duties  

• Process LPOs, requisitions, and travel expense reports.
• Post expenditure information to spreadsheets and reconcile budgets at the end of each month with the monthly budget sheets provided by central administration. Recommend and initiate transfers of funds as needed. Provide Chair with a reconciliation report each month of current balances in all departmental accounts. Research any discrepancy and resolve it.
• Oversee MasterCard expenditures and reconciles MasterCard statement every month.
• Order and maintain office supplies and equipment. Assure that office equipment is in working condition. Contact appropriate person if service is needed.
• Communicate with appropriate departments on campus (Purchasing, Accounts Payable, Grants & Contracts, etc.) regarding expenditures of department accounts.
• Hires and supervises student office workers. Approves all student time cards.
• Administrator for copier/printer – records monthly use, contact person with Xerox, provides access as needed. 

Academic Support  

• Keep list of majors / advisors up to date as well as student files.
• Run DARs of current majors at the beginning of each semester and distribute to the appropriate advisor.
• Upload advisor information to Banner.
• Update curriculum sheets for distribution to prospective students and current students.
• Process program change and curriculum change forms, maintain current checklist of prerequisites and co-requisites.
• Collect and compile requests for force adds. Work closely with Chair to determine which requests to approve and alternate options for requests denied. Inform students about decisions. Process approved force adds
• Provide support to Petition Committee. Receive petitions, log them in, forward to the Committee Chair, process paperwork after approval/denial, inform student of action taken.
• Update and maintain Undergraduate Student Handbook, distribute copies to all faculty, and make available to students. Keep a detailed account of action taken.
• Serve as the Undergraduate Summer Scholars department contact
• Create, update lab brochure for UG recruitment.
• Prepare senior exit survey forms, tabulate responses, distribute results
• Work closely with the Chair in preparing course schedules and complete term course worksheets. Responsible for correspondence with Registrar’s Office concerning class times, rooms, force adds, etc.
• Prepare co/pre-requisite sheets and distribute to appropriate faculty.
• Maintain subscribers on MME Undergrad Blackboard list