Administrative Assistant | Management & Information Systems Handbook | Kent State University

Administrative Assistant

The Administrative Assistant is a classified full-time employee of the University. She/he provides administrative assistance to the Chair, especially keeping her/him informed about all matters requiring administrative attention from the department, manages external and internal communication with the Department Office, and provides a number of support services to the department faculty.  Among other things, she/he:

  1. maintains the department information;
  2. supports the department budget accounts in consultation with Chair, including all processing of forms and reports such as initiating purchase orders, payment requisitions, personnel action forms and any other necessary forms;
  3. prepares and manages correspondence from and to the Department Office and maintains both computerized and hard copy files. She/he maintains department communication through electronic mail;
  4. courteously receives students, visitors and phone inquiries to the department, screens and routes these appropriately to the proper persons within the department;
  5. assists the Chair by keeping track of university deadlines and procedures, and through written and verbal communication with everyone inside and outside the department who requires actions and/or responses from the Chair;
  6. provides support in similar matters to the Undergraduate and Graduate Coordinators;
  7. whenever possible, performs and/or allocates word processing and photocopying requests from department faculty;
  8. trains and supervises student assistants, hired by the Chair, to perform clerical tasks and assist in staffing the office;
  9. administers teaching evaluations at the end of each semester and maintains files of the evaluation results;
  10. assists the Chair with submission of materials and maintenance of files pertaining to reappointment, promotion, tenure, and Faculty Excellence Awards;
  11. assists in faculty recruiting process by arranging interview schedules, making reservations and keeping files of all applications for affirmative action reporting and completes affirmative action recruiting reports;
  12. maintains computerized personnel files, prepares offers of employment and ensures that all the correct paperwork is completed for new hires;
  13. maintains an inventory of supplies for the Department, and manages the Chair's appointment calendar; and
  14. schedules meetings of the department and its various Ad Hoc and standing committees, and records minutes of meetings when necessary.