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Office Manager - Chemistry Department

Collegedale, Tennessee
Location: Chemistry Department
Hours: Part-Time, Hourly (20 hours/week)
Pay: $17.79 - $23.92

Job Summary:          
The Office manager coordinates operations for the Chemistry Department under the direction of
the department chair and provides effective support to Chemistry Department faculty and student employees.  The office manager also facilitates interaction with other on-campus unites and external customers and constituencies.

Duties and Responsibilities:
  • Provides excellent customer service and Christian care to all students, university employees, visitors, alumni, and business contacts
  • Initiates and receives departmental communication by telephone, email, mail, and other methods as needed
  • Directs departmental visitors, calls, and emails to specific faculty members within the Chemistry Department or other university units outside the department as needed
  • Maintains a current list of chemistry majors and communicates regularly with majors regarding departmental events, student birthdays, and other relevant information
  • Coordinates with other campus units to provide service to the Chemistry Department and resolve problems
  • Manages and maintains departmental equipment, including arrangements for service of office and laboratory equipment by internal and external providers as needed
  • Coordinates application and hiring process for student workers
  • Maintains timecards for departmental student workers, approving timecards weekly, correcting incorrect or missing records, and helping to ensure their compliance with law and university policy
  • Ensures that departmental student workers, faculty, and staff have completed FERPA, Title IX, HazComm, and other training as required by law and university policy as often as required and maintain records of training completion
  • Maintains, updates, and secures the Chemistry Department’s physical and electronic files and records
  • Maintains reference lists and inventories of departmental office supplies, laboratory supplies, and laboratory equipment
  • Maintains an accurate and current chemical inventory, including up-to-date Safety Data Sheets for all chemicals
  • Coordinates the disposal of chemical waste, including preparing list of waste, soliciting quotes, and scheduling waste pickup and removal
  • Places orders and receive shipments for office supplies, laboratory supplies, laboratory equipment, and chemicals for the Chemistry Department
  • Maintains a current record of expenses charged to each budget line item to help keep spending within budgetary limits
  • Prepares monthly reports of departmental credit card activity and charges, and retains reports, invoices, and receipts for audit purposes
  • Processes student charges for laboratory breakage at the end of each academic term
  • Keeps records of donations to the Chemistry Department and coordinates communication with donors
  • Maintains a calendar of departmental club and extracurricular events, reserving facilities and purchasing supplies and food for these events as needed, including alumni, graduation, and recruiting events
  • Assists Chemistry Club officers, sponsors, and members in conducting club activities as needed
  • Maintains the Chemistry Department’s designated bulletin boards
  • Produces signs, forms, and templates for department academic and extracurricular activities and post signs within and outside the department as needed
  • Maintains Chemistry Department website in cooperation with Marketing and University Relations
  • Helps to produce and distribute Chemistry Department newsletters
  • Participates in departmental staff meetings and documents decisions and actions taken at these meetings
  • Keeps office area neat and clean
  • Looks for and implements ways to help the Chair, Chemistry Department faculty, and student employees work more efficiently and effectively
  • Performs other assigned tasks as directed by the Chair of the Chemistry Department

Qualifications:
  • Preferred:  Experience with InDesign or similar publication software
  • Preferred:  Prior work experience with chemical, medical, engineering, or other scientific employers, or education or other experience beyond the high school level that provides familiarity with scientific and technical terminology
  • Preferred:  Experience with OSHA, laboratory safety, and environmental requirements
  • Preferred:  Experience in creating and maintaining inventories and in preparing for audits of financial and other records
  • Capable of performing all typical secretarial and managerial functions
  • Self-motivated and observant, seeing what needs to be done, making plans to solve problems, and taking action
  • Able to maintain focus in the presence of distractions and to constructively handle interruptions
  • Have a positive attitude toward science and scientists
  • Proficient in the use of Microsoft Office and Adobe products
  • Preferred:  Experience with InDesign or similar publication software
  • Preferred:  Prior work experience with chemical, medical, engineering, or other scientific employers, or education or other experience beyond the high school level that provides familiarity with scientific and technical terminology is preferred
  • Experience with OSHA, laboratory safety, and environmental requirements is preferred
  • Experience in creating and maintaining inventories and in preparing for audits of financial and other records is preferred

Education: A.S. in Business Administration (or comparable knowledge and skills obtained by work experience). Bachelor’s degree preferred

Special Requirements: An expressed commitment to Jesus Christ, the teachings and mission of the Seventh-day Adventist Church, an SDA church member in good and regular standing.    

Typical Physical Demands: Requires sitting, standing, bending and reaching. May require lifting up to 25-30 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, and telephone.  Requires normal range of hearing and vision.

Working Conditions: Essential tasks are performed under normal office/school conditions with little or no noticeable discomfort. Work area is well lighted and ventilated.
 

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