Administrative Support Supervisor

Greet incoming individuals and answer the telephone, directing inquiries to the appropriate person. Manage all office correspondence, including all incoming and outgoing mail and e-mail directed to and from the Biological Sciences Department, faculty, and graduate students. Maintain calendar for Chair of Biological Sciences Department.

Take notes at faculty meetings. Advertise and schedule departmental events. Coordinate academic and co-curricular activities within the department. Prepare faculty and graduate student phone and e-mail lists. Assist graduate students and direct student inquiries to the appropriate faculty or staff member. Assist with tracking Graduate Student FormStack forms and their progress within their program.

Coordinate on-campus interviews of prospective faculty. Concur Travel – Faculty, Students, and Guests of A-State Work with Department Business Coordinator to make sure budget resources are available. Prepare Travel Authorization through Concur Travel. Use Department Travel Card to make travel reservations (airline, hotel, registration, secure vehicle safety for all drivers using department vehicles or rental cars).

Prepare 14-Day Advance travel memo if required. Work with faculty to make travel arrangements for Biology Seminar speakers and faculty candidates as required. Prepare Travel Expense Reports through Concur Travel on behalf of travelers, reallocate charges to appropriate account(s) as necessary. Note: Travel expense reports should be processed within 10 days of return.

Track and prepare P-Card report for office and miscellaneous supplies bought for the office of Biological Sciences. Work with Department Business Coordinator if questions arise concerning reallocation budget for charges. Maintain the Department copier; assist faculty with any copier-related issues; and make copies as needed.

Maintain a log of all sensitive and non-sensitive documents leaving the department for additional signatures. For example, Volunteer Memorandum of Understanding for Biological Sciences, Travel Memos, Vehicle Safety Program form (VSP). Point person for reserving Department Fleet Vehicles, upkeep of Vehicle Checklist, Tags, Insurance, and Wex Card for Vehicles.

Also responsible for initiating the Vehicle Safety Program Form for faculty/graduate students who will be using Department Fleet Vehicles. Responsible for scheduling vehicle maintenance with Facilities/Motor Pool. Process Work Orders as needed on behalf of the department. Update and maintain department website and recruitment pamphlets, degree/major checklists.

Liaison with Information & Technology Services for IT issues. Authority for signing and distributing documents from Access and Accommodation Services to the appropriate faculty Maintain department list of majors and teaching assistants. Maintain 11th-day official course enrollment Enter department’s course schedules into Banner/CourseDog Create variable credit research courses for Biology Oversee Registration Error Reports from Registrar’s office Assist students with class overrides per faculty’s requests TA coordination – collect student schedules for Fall/Spring and coordinate with needed TA slots.

Oversee room scheduling for Bio classrooms, including meetings and defenses. Other duties as assigned.