Careers

Title: Faculty Services Assistant

Department: Social Sciences

Duration: Indefinite (11 months at 25 hours per week)

Job Summary

The Faculty Services Assistant provides a wide range of clerical and program support to faculty in assigned academic departments. The position supports the teaching, academic, and professional work of department professors and enhances the learning environment for students. The Faculty Services Assistant directly reports to the Department Services Coordinator and also receives direction from department chairs, faculty, and the Office of the Dean of the College and the Director of Academic Support Services. This position is represented for purposes of collective bargaining by SEIU.

Job Duties

• 35% - Provide clerical support to department chairs and faculty. Assist faculty and the Department Services Coordinator, providing clerical support to department chairs and faculty. Provide support in preparing course materials, maintaining faculty and staff contact lists, compiling and posting faculty teaching schedules and office hours, and aiding in scheduling and room reservations for courses and events, in collaboration with the Department Services Coordinator, department chairs, and the Registrar's office. Provides clerical support in managing faculty-related administrative processes, including assisting with program reviews and assessments, faculty searches, and orienting new faculty and adjuncts. Assist faculty and the Department Services Coordinator with course-related needs including the coordination of teaching materials, ordering desk copies of course books, printing and copying, reserving classrooms and meeting spaces, audio-visual setup, and organizing class trips and academic events. Attend department meetings, take minutes, and assists with committee work as needed. Provide support to faculty and the Office of the Dean of the College on various projects and initiatives, such as grant-funded programs and symposia. Handle other duties and projects as assigned by the department chairs or Office of the Dean. This may include supporting and being reassigned to other departments or programs within academic affairs when needed. - (Essential)
• 20% - Provide support for departmental events and programs. Assist with organizing and publicizing departmental events including speakers, seminar series, discussion, panels, and social events. Secures locations, arranges for refreshments, publicizes events, manages registration and event logistics, makes travel accommodations for guests, and processes stipends and reimbursements. Assist in collecting and evaluating data related to departmental programs and events to facilitate continual improvement and ensure the effective achievement of program goals and participant satisfaction. - (Essential)
• 20% - Provide support for managing and enhancing department's communication and marketing efforts, assist in ensuring effective dissemination of information and promotion of departmental activities. Support the Department Services Coordinator in serving as a liaison between faculty, students, and the academic community, providing essential information and referrals, and engaging with the College and community members. Assist in the management and update of departmental websites and social media platforms, ensuring a current and accurate representation of department activities and news. Assist in the creation and distribution of various communication materials, including flyers, brochures, newsletters, slide decks, and presentations, and develop campus-wide email announcements for departmental events. Assist in coordinating community engagement efforts for departmental events and programs, including promotional activities and outreach to enhance department visibility. Engage with College and community members for updates and involvement in department activities, fostering ongoing connections and a sense of community. Serve as the initial contact for the departments and the building, answering phones, greeting visitors, handling mail and correspondence, and updating and maintaining bulletin boards. Responds to basic questions regarding major and Core requirements and departmental curriculum and makes referrals as appropriate. Provides information to prospective students. Assist the Department Services Coordinator, the Registrar’s Office, department chairs, and associate deans on student-related matters, ensuring efficient communication and coordination. Assist the Department Services Coordinator in maintaining organized and efficient departmental files and records, ensuring accurate documentation and distribution of information. - (Essential)
• 10% - Provide support for building and facilities-related needs, helping to ensure efficient operation and maintenance of departmental spaces. Assist the Department Services Coordinator in managing and responding to departmental facility needs, including submitting work orders and liaising with facilities management or campus safety for maintenance, repairs, and emergency situations. Assist the Department Services Coordinator in coordinating and setting up office space for new and existing faculty, including arranging office essentials such as keys, computers, phones, and email setup. Assist the Department Services Coordinator in working with Facilities Management for building upkeep, coordinating maintenance projects, equipment purchases, renovations, and addressing equipment issues. - (Essential)
• 10% - Provide support to effectively utilize and steward departmental resources and budgets. Assist the Department Services Coordinator in monitoring and reporting on departmental budgets. Assist the Department Services Coordinator in working with the Business Office and other campus departments on expense reimbursements, payroll queries, and liaising with external financial agencies. Order office supplies and assist in the inventory and upkeep of office equipment. - (Essential)
• 5% - Provide support for the hiring, training, and supervision of student workers. Assist in the hiring of student office staff, including job posting, interviewing, selecting, and training. Assist in monitoring work hours, establishing schedules, and overseeing the accurate and timely submission of timesheets for student workers. Create department-specific information guides for student workers and instruct on college policies and requirements. Assist in managing student-related reimbursements and grant management. - (Essential)

Minimum Qualifications

• High school diploma or equivalent, and some college attendance or a post-secondary training program. Equivalent combination of education and experience may be considered.
• Minimum one year of experience as an clerical/office assistant, program coordinator, or related positions.
• Demonstrated knowledge of general office and administrative practices and procedures. Demonstrated proficiency in general computer literacy, particularly in email applications, word processing, slide decks, spreadsheets, and forms. Demonstrated ability to learn and adapt to new software as required, reflective of the evolving nature of administrative, clerical and office work.
• Demonstrated ability to effectively manage multiple responsibilities, maintain attention to detail, and adapt to changing priorities in a dynamic work environment.  Proven capability to complete tasks within deadlines, managing fluctuating workloads and competing priorities with minimal supervision.
• Strong problem-solving skills, with the capacity for independent decision-making in alignment with College policies and practices.  Demonstrated experience in problem-solving and collaborating with diverse teams, adept at fostering effective relationships with campus departments and external partners to effectively contribute to joint decisions and solutions
• Adept at handling confidential information with discretion. Demonstrated ability to interact professionally and effectively with students, professors, staff, and all members of the campus community.
• Excels in communicating and interacting across diverse groups, fostering an inclusive atmosphere, and ensuring all members feel valued and respected. Demonstrated understanding of and commitment to diversity, equity, and inclusion, applying these principles in daily interactions with individuals from a variety of backgrounds, cultures, and perspectives.
• Demonstrated ability to cultivate an inclusive and equitable environment, recognizing and valuing the diversity of the campus community, and collaboratively working to address and reduce biases and barriers.
• Demonstrated excellence in written and verbal communication skills, including the ability to create, edit, and proofread business correspondence and documents for clarity, accuracy, and proper grammar.
• Proficient in conveying information clearly and professionally in both individual and group settings.
• Proficient in planning and managing material, space, and human resources effectively, aimed at maximizing organizational efficiency and effectiveness.
• Demonstrated ability to learn, adhere to, and ensure compliance with organizational procedures and guidelines. This includes developing an understanding of the College's organizational structure, policies, and adapting effectively to changes and new requirements.
• Commitment to the mission of Occidental College, which emphasizes providing a quality educational experience rooted in excellence, equity, community, and service, and preparing students for leadership in an increasingly complex and interdependent world.

Preferred Qualifications

• Bachelor’s degree
• Three years of experience, preferably in an academic environment.
• Demonstrated ability to supervise and provide direction to student employees, including delegating tasks, setting priorities, and providing constructive feedback.

EXPECTED HIRING RANGE:  $19.00 - $21.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.