Job Requisition Number: 25314. Incumbent provides administrative and programmatic services to the CASMA academic cluster which consists of two academic departments, Classics and South & Southeast Asian Studies; two graduate groups, Medieval Studies, and Ancient History & Mediterranean Archaeology; and four centers. Tebtunis Papyri, Nemea/Temple of Zeus, Aleshire, and Center for the Study of Ancient Italy. The combined budget totals over $8 million in more than 80 separate funds. There are more than 45 FTE faculty members, and an annual average of 20 Lecturers, 50+ GSls, 8 GSRs and 6 Visiting Professors.
Reporting to the CASMA department manager, the Program Assistant III provides an array of administrative services to the CASMA community including finance administration (procurement - ordering office supplies, instruction/course textbook orders, book orders for Centers & faculty, general orders, travel/entertainment reimbursement, travel arranging; gift processing, ledger reconciliation, processing financial journals); office reception (faculty office hour management, front desk coverage, answering phones) , and general administration (copy card management, Committee on Courses management [COCI], key distribution & lock management, cluster phone management & billing, graduate student lockers, etc.).
Programmatic services include student services (managing grades, evaluations, summer session administration) and event planning & coordination (lodging, space, travel, guest accommodations) with CASMA hosts as well as impacted staff and vendors.•Demonstrated superior customer service skills in an academic department. •Extensive experience and proven ability to interact with faculty, students, staff, student services officials, and/or general public in a professional and courteous manner. •Proven ability to manage and maintain confidential academic material with diplomacy and tact. •Excellent interpersonal skills and ability to work with diverse populations. •Detailed oriented with excellent organizational skills. •Excellent Communication skills - both verbal and written. •Excellent problem solving skills. •Proven ability to manage large electronic messages (email) and to respond to inquiries in a timely, courteous, and professional manner. •Proven reliability for workload management and responsiveness, including projects and special assignments. •Ability to meet deadlines set within the CASMA cluster. •Demonstrated experience coordinating and implementing a range of event logistical requirements in an academic department including travel arranging, facility rental, catering, lodging, honorarium, props, equipment, and advertisement. •Thorough knowledge of UC or related travel and entertainment policies, and familiarity with campus travel & entertainment processing systems •Prior experience updating departmental web pages. •Demonstrated knowledge on UC or related purchasing policy - particularly those policies governing low-value-purchases (including department/campus credit card) as well as business finance policies as it relates to gift processing, expenditure transfers, as well as reconciliation and transactional documentation/verification.
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