Support Specialist II
Purpose
Purpose:
Provide responsible administrative support to the Chair, the faculty and staff.
Essential Functions
Function 1:
Customer service: Answers phones, greets visitors. Responds to requests and queries. Refers
students and others appropriately.
30 % Time
Function 2:
Class schedule: Works with Chair each semester to create a preliminary schedule based on
faculty requests. Works with Office of Records to enter schedule into MyMav. Includes creating
courses, assigning professors, helping advisor assign permissions, all in a dynamic environment
of schedule changes. Works with classroom scheduling to reserve rooms as needed.
20 % Time
Function 3:
Faculty support: Liaison with faculty and campus bookstore to collect faculty requests and
submits. Manage process so that books are available for students. Liaison with book publishers
to provide exam copies for professors. Assists faculty with copy jobs, ensures exams, syllabi and
other course materials are copies or scanned as needed. Assists faculty with editing and updating
exams.
10 % Time
Function 4:
Office systems: Liaison with vendors (copier, Scantron) for maintenance. Troubleshoots
problems. Orders and purchases routine office supplies. Manages supply inventory, works with
Administrative Assistant to budget resourses; liaison with campus mail, UPS, FEDEX.
Distributes mail.
5 % Time
Function 5:
Advising support: responsible to process grade change forms, grade exclusion forms, class drops
forms. Works with faculty and chair for processes. Executes drops in MyMav. Maintains
departments master schedule of courses and faculty office hours, serves as point-of-contact
forcourse and personnel accessibility. Prepares forms for Master's Comprehensive exams and
defenses, works with faculty and Grad Advisor to ensure proper completion, schedules room.
15 % Time
Function 6:
Determines students who are eligible for Pi Sigma Alpha honor society. Prepares
coorespondence from society president and advisor to students, manages mailing. Helps students
complete the application process. Assists Society faculty advisor and Chair to coordinate annual
Celebration of Excellence, works with catering, facilities; prepares nametags and certificates.
10 % Time
Function 7:
Determines students who are eligible for Pi Sigma Alpha honor society. Prepares
coorespondence from society president and advisor to students, manages mailing. Helps students
complete the application process. Assists Society faculty advisor and Chair to coordinate annual
Celebration of Excellence, works with catering, facilities; prepares nametags and certificates.
5 % Time
Function 8:
Organizes and plans department activies such as holiday celebrations and celebratory lunches for
T and P. Serves as department safety officer, responsible for attending meetings and trainings,
and facilitating the safety needs of the department.
5 % Time
Marginal/Incidental Functions
Marginal/Incidental Functions:
Other functions as assigned.
Qualifications
Required Qualifications:
High school graduate or equivalent. 3 years of secretarial experience. Computer skills and ability
to use standard office equipment.
Preferred Qualifications:
Extensive experience and knowledge of MS Office, knowledge of PeopleSoft (MyMav) and
Astra. Excellent communication, time management, and interpersonal skills.