Human Resources

ADMINISTRATIVE ASSISTANT-PHYSICS

Apply now Job no: 493142
Appointment Type: Staff Full-time
Department: Physics & Astronomy
Categories: Staff
Position Grade: CSV

Work Days: Monday-Friday
Shift Start/End Time: 8:00 am-4:30 pm or 8:30 am-5:00 pm
Hours Per Week: 37 hours per week during the academic year, and 18.5 hours per week on breaks.
Weeks Per Year: 52

Qualifications:

  • High School diploma or equivalent is required. An Associates or Bachelors degree is preferred. 
  • Three to five years of administrative experience, preferably in an educational or related environment. 
  • Previous experience utilizing social media and maintaining websites preferred. 
  • Initiative and ability to work independently under general supervision in a flexible work environment.
  • Proficiency in Microsoft Office and Excel, and Google Suite (Gmail, Google Calendar, and Google docs.)
  • Strong communication and interpersonal skills.
  • Attention to detail and adaptability to new technologies.
  • Familiarity and experience with analyzing data.
  • Conscious of security, integrity and confidentiality of data.
  • Curiosity and willingness to learn new programs and responsibilities.

Responsibilities: 

  • Greet visitors, answer inquiries, and direct individuals to the appropriate resources.
  • Provide telephone coverage by answering and forwarding calls, taking messages and answering inquiries.
  • Perform basic clerical services, i.e., typing, filing, photo‑copying, setting appointments, record-keeping, supply ordering and sorting and distributing mail.
  • Maintain and reconcile department budgets, faculty research accounts and grant-funded accounts.
  • Assist in the purchase to payment process of departmental and faculty supplies and services. 
  • Use various ordering systems (e.g. Purchase orders, websites, credit card) to execute and reconcile all purchases.
  • Hire and supervise work-study students to help with office and departmental duties.
  • Help with student registration, waitlist and enrollment duties.
  • Assist department chair with faculty reviews and lecturer renewals.
  • Coordinate faculty review committees by scheduling appointments, reserving rooms and contacting students for interviews and collecting confidential materials.
  • Support faculty search committees including: advertising, travel arrangements, and scheduling.
  • Support faculty with interdisciplinary programs and terms abroad.
  • Schedule meetings and department seminars and arrange related food and travel needs.
  • Prepare purchase orders, reimbursements and reconcile multiple budgets.
  • Request work orders and serve as contact person for technical problems with department copy machines, computers and facilities.
  • Compile and prepare statistical reports as requested by the chair for reports. Update and maintain the department displays and webpage.
  • Assistant with organizing department and college wide events.
  • Monitor and purchase equipment as necessary.
  • Other related duties and projects as assigned.

We offer exceptional benefits including:

  • Generous Vacation, Sick and Personal Time
  • Winter Recess Break in Addition to Paid Holidays
  • Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
  • Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
  • Employee Scholarships toward Certifications, Seminars, Training and Professional Development
  • Pre and Post Tax participation in a 403(b) Retirement Plan
  • Salary Continuation Program in the event of Disability
  • Tuition Assistance Program for Employee, Spouse and/or Dependents

Note: All new hires of Union College are subject to a thorough education, work experience, criminal history background check and pre-employment physical where applicable.

Union College

Officially chartered in 1795, Union College is the fifth oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem solving requires breadth across humanities, arts, social sciences, science, and engineering.

Diversity at Union College

Union College is an equal opportunity employer and strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social and cultural opportunities to facilitate the integrated academic, social and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities that request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws, supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.



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