Job Information
Missouri State University Posting Details in Springfield, Missouri
Posting Details
Position Information
Position Title Academic Administrative Assistant II (School of Teaching, Learning & Developmental Sciences)
Work Location Springfield Campus
Department School of Teaching, Learning & Developmental Sciences
HR Home Department 020411 SCHOOL OF TEACHING, LEARNING & DEVELOPMENTAL SCIENCE
Pay Grade 12
Proposed Salary $15.28 - $17.00 per hour
Position only available to current, regular, full-time Missouri State University employees? No, Position is available to all applicants.
Appointment Type Full Time Regular
Exempt/Non-Exempt Non-Exempt
General Function
The Academic Administrative Assistant II assists the Department Head of an academic teaching department with the department’s administrative activities and coordinates various administrative processes and projects in the department. The Academic Administrative Assistant II is generally the primary or lead administrative support position in an academic teaching department. This position provides the full-range of administrative support activities for an academic teaching department. The Academic Administrative Assistant II may assign and/or monitor the work of an Administrative Assistant I, student workers, or Graduate Assistants.
Description of Primary Duties
Serves as administrative assistant to the Department Head of an academic teaching department by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the Department Head’s calendar, preparing and proofreading correspondence, reports, and other documents prepared by the Department Head, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring academic calendar events for the Department Head, initiating recurring administrative processes related to the academic calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports.
Serves as the communication hub of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and/or students, communicating information from the Department Head to others, collecting and organizing information requested by the Department Head from others, and making information available to others by mail, email, telephone, and the web.
Assists faculty by answering questions and providing information, locating desired information and materials, providing assistance in test preparation, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
Assists students by determining who can best provide information needed by the student, providing initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and assigning advisors.
Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, and supplies and equipment used in the classroom or for research, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
Assists the Department Head to varying degrees in maintaining financial control of departmental accounts by reconciling purchases to Financial Services reports, tracking income, expenditures, and transfers to Financial Services reports, and/or maintaining internal records of expenditures.
Assists the Department Head to varying degrees in creating the semester course schedule by entering the courses, sections, instructors, times, dates, and rooms into the database, initiating the process by recreating previous semester schedules, contacting faculty to determine courses and sections they wish to teach, obtaining rooms that meet the needs of the nature of the courses during the days and times scheduled, preparing personnel action forms and monitoring their approval, monitoring course registrations to alert the department head of low or high enrollment, waiting lists, and/or to control distribution of enrollment by courses and sections.
Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
Assists with employment processes to varying degrees by preparing the recruiting announcement, monitoring and maintaining credential files of applicants, preparing master files for the search committee, preparing correspondence to applicants, entering required information into the applicant database, preparing position authorization forms and personnel action forms and monitoring their approval, and assisting new employees with processes associated with employment (completion of Form I-9, obtaining access to network resources, arranging office space, equipment, services, and supplies, etc.).
May register students each block who are enrolled in structured clinical programs and assist with clinical experience placements by developing and maintaining databases of sites, preceptors, and students.
Supports the administrative business functions of the department by obtaining and processing textbook adoptions, organizing the faculty evaluation process, maintaining the departmental website and databases, scheduling the use of classrooms, labs, and meeting rooms, and securing classrooms, labs, equipment, and records.
Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Department Head or required by the University.
Supports the department and Associate Dean by performing all other duties as assigned by the department head.
Minimum Acceptable Qualifications
Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
Skills: Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required. Effective verbal and written communication skills are required. The ability to train, assign work, and review the work of full- and part-time employees and student workers is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require extensive keyboarding.
Additional Qualifications
Link to Job Description http://www.missouristate.edu/human/jobdescriptions/50843.htm
Open Date 02/07/2025
Close Date (If Close Date is blank then the posting is considered open until filled)
Special Instructions to Applicants
First date of consideration is March 12, 2025, and review of applications will continue until the position is filled.
If you are meeting minimum qualifications fully or partially with education, please attach your unofficial transcript to your application. Official transcripts required at time of hire, if applicable.
EO/AA and Diversity Statement
Non Discrimination Statement
Missouri State University adheres to a strict non-discrimination policy regarding the treatment of individual faculty, staff, and students. In accord with federal law and applicable Missouri statutes, the University does not discriminate on the basis of race, color, national origin (including ancestry, or any other subcategory of national origin recognized by applicable law), religion, sex (including marital status, family status, pregnancy, sexual orientation, gender identity, gender expression, or any other subcategory of sex recognized by applicable law), age, disability, veteran status, genetic information, or any other basis protected by applicable law in employment or in any program or activity offered or sponsored by the University. Sex discrimination encompasses sexual harassment, which includes sexual violence, and is strictly prohibited by Title IX of the Education Amendments of 1972.
This policy shall not be interpreted in a manner as to violate the legal rights of religious organizations or of military organizations associated with the Armed Forces of the United States of America.
The University maintains a grievance procedure incorporating due process available to any person who believes he or she has been discriminated against. Missouri State University is an Equal Opportunity Employer and Institution. Inquiries concerning the complaint/grievance procedure related to sex discrimination, including sexual harassment and sexual assault, should be addressed to the Title IX Coordinator (https://www.missouristate.edu/TitleIX/default.htm) , Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, Compliance@MissouriState.edu, 417-836-4252417-836-4252 (tel:+1-417-836-4252) , or to the Office for Civil Rights. All other inquiries concerning the grievance procedure, or compliance with federal and state laws and guidelines should be addressed to the Equal Opportunity Officer, Office for Institutional Compliance (https://www.missouristate.edu/OIC/default.htm) , Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, Compliance@MissouriState.edu, 417-836-4252417-836-4252 (tel:+1-417-836-4252) , or to the Office for Civil Rights. (Res. Board Policies No. 70-11; Bd. Min. 10-28-11.)
Background Check Statement
Employment will require a criminal background check at University expense.
Posting Detail
Posting Number 20250021FTS
Quicklink for Posting https://jobs.missouristate.edu/postings/79603
Supplemental Questions
Required fields are indicated with an asterisk (*).
- How did you hear about this vacancy?
Indeed
Linkedin
Missouri State University Website
Google
Employee Referral
Job Alerts
HigherEdJobs.com
Personal Contacts / Networking
Job Board (CareerBuilder.com, Monster, etc.)
Other
- Please specify the recruitment source where you located this posting. If you selected Employee Referral above, please list the name of the current MSU employee who referred you.
(Open Ended Question)
Applicant Documents
Required Documents
Resume
Cover Letter
Optional Documents
Unofficial Transcripts - 1
Other Documents -1