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Title: Senior Administrative Assistant

Division: Provost's Office

Department: Pott College of Science, Engineering, & Education

FLSA Status: Non-Exempt

Salary Range: Grade 5: $13.17/hour

EEO Job Group: 5 E6

Position Summary

The University of Southern Indiana is accepting applications for Senior Administrative Assistant (Mathematical Sciences) to provide administrative assistance to staff and faculty members of the Mathematical Sciences Department and College Administration.

Duties/Responsibilities 

• Assist chair in preparation of correspondence, forms, reports and memos; prepare mailings as needed.
  
  
• Serve as office receptionist; receive and route telephone calls; take messages, schedule appointments, answer inquiries, submit work orders, and deliver or distribute mail and packages as needed.
  
  
• Assist with routine clerical duties such as scanning and copying student materials as requested by faculty, collecting and scanning syllabi, originating and maintaining advising folders for students and order textbooks as needed.
  
  
• Assist in the preparation of academic schedules (classes and student advising). Under the Dean’s approval, schedule classes or rooms and enter into Banner each semester; report changes for room, faculty, maximum number student in course to Registrar’s Office as it occurs.
  
  
• Assist the Mathematical Sciences Department with creation of Faculty Load Productivity report (FLP) and data entry in Banner.
  
  
• Under Dean’s approval, enter faculty office hour schedule per semester and post on department’s webpage.
  
  
• Communicate with students daily, help resolve issues, problems and situations that may occur.
  
  
• Answer student questions regarding school policy, faculty availability and general university procedures.
  
  
• Order and maintain inventory of office supplies and forms.
  
  
• Assist chairs and faculty with making orders through BuyUSI and monthly reconciliation of purchases made using the departmental credit card.
  
  
• Assist with training new Administrative Assistants in the college and providing ongoing support to those staff as needed.
  
  
• Assist Dean’s Office with college recruitment activities as needed including mailings, preparation of materials and purchasing.
  
  
• Other related duties as assigned.

Required Knowledge and Skills

• High School diploma or GED and two years office experience or an equivalent combination of education and experience.
  
  
• Strong time management, interpersonal, written and oral communication skills.
  
  
• Ability to work with a diverse group of internal and external individuals.

Preferred Knowledge and Skills

• Demonstrated proficiency with personal computers, word processing software, spreadsheets, electronic mail, multi-line phone systems and document imaging systems.
  
  
• Professional working knowledge of multiple software packages, including Windows 11.
  
  
• Banner software experience.

Regular Work Hours/Travel Requirements

About USI           

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits. 

• Letter of interest and qualifications for the position
• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.