Job Description

Job Title

Job Description

• Serve as the first point of contact and receptionist for the Department of Political Science, welcoming and assisting students, faculty, and visitors.
• Answer phone lines, manage email inquiries, forward calls, and direct guests to the appropriate individuals.
• Oversee mail distribution, shipping/receiving, and maintain filing systems and office records.
• Manage office supplies inventory, including graduation cords, department swag, and general office materials.
• Assist with special projects and events as assigned.
• Provide tech support for faculty, department meetings, including AV setup, Zoom calls, and PowerPoint presentations.
• Assist with on-site support during department meetings, including managing sign-ins and taking vote tallies.
• Administer office key distribution for faculty, postdocs, teaching visitors, and staff.
• Process AIM reports for maintenance issues and access for new faculty.

• Plan, organize, and coordinate departmental events, including tailgates and parties.
• Collaborate with the Associate Director of Undergraduate Studies and Undergraduate Studies Coordinator for the annual senior recognition ceremony.
• Support events for undergraduates, such as guest speakers, political debates, and informational sessions.
• Manage award-related purchases, including plaques, gifts, and ceremony-related items.
• Coordinate Undergraduate Studies Committee (USC) meetings and academic events.

• Assist the Department Manager and Graduate Studies Coordinator in processing paperwork for faculty, postdocs, and visitors, including immigration paperwork.
• Coordinate interviews for faculty candidates and assist with new faculty onboarding.
• Prepare expense reports for faculty and assist with travel arrangements, bookings, and reimbursements.
• Manage Procard reconciliations and support faculty with Travel ND expense reports.

• Provide assistance to the Director of Undergraduate Studies (DUS), Associate DUS, and Undergraduate Studies Coordinator.
• Help coordinate internships, events, and certificate programs for undergraduates.
• Support the management of the undergraduate budget and process payments.
• Assist with communication, reporting, and production of the Undergraduate Newsletter.

• Maintain and update the department website with news, events, faculty bios, and more.
• Draft and send department-wide communications as needed.
• Proactively suggest content updates and changes for faculty review.

• Assist the Chair, DUS, Associate DUS, Department Manager, and other departmental staff as needed.

Minimum Qualifications

• High school diploma or GED with 1-2 years of related experience

• Excellent organizational and communication skills, with the ability to respond to multiple tasks and questions with frequent interruptions.
• Self-motivated with the ability to take initiative, reprioritize tasks, and learn quickly.
• Ability to maintain the confidentiality of student files and personnel issues.
• Strong knowledge of grammar, punctuation, and spelling.
• Ability to learn and negotiate new platforms quickly, in addition to experience with Word, Excel, and various web browsers.
• Proactive, service-oriented attitude with the ability to work collaboratively with diverse groups of people.

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