Job Title: Office Assistant
Classification: C4
Department: COC Undergraduate Studies
Updated: May 2025

Job Summary

This position provides administrative and confidential clerical support for the College of Computing (CoC) Dean’s Office, primarily supporting undergraduate education and outreach, which includes planning, coordinating, implementation of projects, events, and services that substantially contribute to the College’s objectives.

Essential Functions

• Provide support for the Dean and Associate Deans, primarily the Associate Dean for Undergraduate Education and Outreach, including scheduling and managing of calendars, correspondence, and coordination and implementation of special projects.
• Perform administrative work of a confidential nature for the Dean and Associate Deans, primarily the Associate Dean for Undergraduate Education and Outreach.
• Responsible for the coordination/completion and the quality of the clerical work for the undergraduate office which includes answering telephones, providing information, opening and routing incoming mail, and preparing outgoing mail, including bulk mailings; typing memos and other correspondence; maintaining office filing system mainly related to undergraduate studies and outreach.
• Serve as the front line of contact for current, prospective, and past undergraduate degree students seeking information regarding the program, awards, teaching assistantships, and information on undergraduate policies and procedures.
• Coordinate and support special projects and programs conducted by the Office.
• Develop, prepare, and/or compose responses to memos and correspondence requiring research, judgment, and discretion; routinely writes; edits and submits materials for internal/external communications.
• Manage some of the college finances related to undergraduate studies (e.g. student travel support, etc.) by monitoring, reconciling, tracking expenditures, the creation of requisitions, Banner, OnBase, maintaining excel database of budget requests. In addition, help track approved expenditures related to undergraduate studies and outreach as we approach fiscal year-end.
• Act with a high degree of independence as liaison with inside and outside contacts in preparing programs, updates and other support functions related to office.
• Assist Associate Deans, Unit Heads, Faculty, and staff with administrative problems or concerns. 
• Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Act as a liaison for the College to other university offices.
• Manage and act as a liaison in borrow/lend materials for the College.
• Manage the coordination of all college annual course schedules and course changes. Assist Associate Deans in reviewing and researching course changes or implementation of new undergraduate courses. Act as liaison between the Dean's office and departments/programs staff and faculty. Act as liaison with the Registrar’s office. 
• Coordinate with communication and marketing to advertise news about undergraduate studies and outreach including social media accounts and periodical newsletters.
• Manage and monitor college student undergraduate course evaluations, tracking, and statistical data analysis and act as a liaison for the College.
• Manage CoC committee representation requests. This will include initiating meetings, logistics, communication, and recruitment.
• Disseminate information that may require explanation, interpretation, and implementation of established University and College policies and procedures to departments and programs and directs individuals to sources of additional information.
• Support the recruitment, selection, training, evaluation and supervision of student employees and their employment records including teaching assistants, graduate assistants and beyond. 
• Support the organization of events including orientation days for teaching assistants and extra-curriculum activities (e.g. panels, seminars, etc.).
• Support undergraduate student success activities including a peer-mentorship program.
• Other duties as assigned.

Non-Essential Functions

• Maintain unit intranet files and data storage.
• Maintain syllabi records.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree.
• Experience in higher education.
• Experience working with online database and filing systems.
• Supervisory experience preferred.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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