JOB DESCRIPTION (March 2000)
Summary
Provides complex administrative support to the Associate Head for Undergraduate
Programs and the Undergraduate Program Advisors in the Department of Mathematics.
The Staff Assistant must be able to maintain absolute confidentiality in
the handling of undergraduate student documents and provide complete and
accurate attention to detail.
Duties
Provides support to the Associate Head for Undergraduate Programs and the
Undergraduate Program Advisors in a multitude of administrative activities.
Manages the Undergraduate Program Office utilizing professional skills
in organization and communication. Provides visitor reception to current
and prospective students and parents. Coordinates arrangements for freshman
and transfer conferences. Processes Q-drops, degree plans and remains current
on TAMU student rules and regulations. Generates and prepares in final
form correspondence, reports and other documents, such as The Undergraduate
Newsletter and High School Journal. Coordinates filing system
for easy retrieval of reports, documents, correspondence and other materials.
Maintains student database and student files consisting of official and
confidential matters. Maintains Undergraduate bullentin boards.
Assists the Associate Head in communicating and advising external/internal
committees or groups; scheduling all appointments and meetings for the
Associate Head, the Undergraduate Advisors, the Undergraduate Program Committee
and the Textbook Committee. Assists the Associate Head in advertising the
undergraduate program through mailings, web postings, coordination of high
school mathematics contest and related activities.
Assist undergraduate students with problems and solutions regarding
degree requirements; conducts queries on the SIMS database.
Other duties as assigned.
Physical Duties
Must be able to work at computer workstation approximately four or more
hours per day. Must be able to lift/carry/move weights up to twenty pounds.
Supervision
Received: Detailed initial instruction followed by general instruction
and periodic review from the Associate Head for Undergraduate Programs
and the Undergraduate Advisors.
Given: General instruction and frequent review to office
student staff.
Education
Required: High school graduation supplemented by college level courses
or any combination of training and experience.
Preferred: Bachelor's degree.
Experience
Required: Five years of progressively, responsible work experience
in office environment, previous supervisory experience.
Preferred: Three years in clerical position in Texas A&M University
System. Typing speed of 60 wpm. Must demonstrate advanced computing skills
and proficiency in the ability to design, create and utilize complicated
spreadsheets. Must be proficient in the use of word processing, databases
and electronic communications. SIMS training.
Must effectively communicate, in a highly professional manner, with
department faculty, university administrators, researchers, staff and students
and with the many callers and visitors from outside the TAMU community.
Must possess a working knowledge of standard office equipment, computer
terminal, fax and photocopier. This position requires excellent organizational
and communcation skills; creativity, flexibilty and self-motivation are
also important. Accurate attention to detail is a must, along with the
ability to maintain confidentiality. Office hours are 8:00 - 5:00 PM, Monday
through Friday. Occasionally office hours may extend beyond the normal
work day.