Skip to Main Content

Administrative Assistant II, Department of Chemistry

Posting Details

Title Details

FLSA Non-Exempt

Position Summary Information

PositionTitle Administrative Assistant II, Department of Chemistry
Job Description Summary

Under general supervision, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Required Qualification Summary

High School Diploma

3-5 years experience directly related to the duties and responsibilities specified.

Word processing and/or data entry skills

Ability to maintain confidentiality of records and information

Records maintenance skills

Receptionist skills

Ability to communicate effectively, both verbally and in writing

Organizing and coordinating skills

Ability to understand and follow specific instructions and procedures

Skill in the use of operating basic office equipment. Ability to create, compose, and edit written materials.

Knowledge of travel/lodging planning and scheduling

Ability to maintain calendars and schedule appointments

Knowledge of supplies, equipment, and/or services ordering and inventory control.

Ability to perform simple accounting procedures

Problem solving skills

Knowledge of Word, Excel and PowerPoint

Willingness to learn and use specialty software packages

Preferred Qualification Summary
Physical Demands

No or very limited physical effort required.

Essential Duties

Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems

Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries

Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings

Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements

Maintains workflow by studying methods, implementing cost reductions, and developing procedures

Prepares or assists with the preparation of statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed, and in accordance with pre-established procedures

Assists department/division administrator(s) in problem solving, project planning, and development and execution of stated goals and objectives

Establishes, maintains, and updates files, databases, records, and/or other documents

Develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports, such as payroll time sheets, sick and annual leave documents, purchasing and employment documents, and/or stock and capital equipment inventories

Sorts, screens, reviews, and distributes incoming and outgoing mail

Composes, prepares, or ensures timely responses to a variety of written inquiries

Requisitions supplies, printing, maintenance, and other services

Leads and trains student employees, as required

Performs miscellaneous job-related duties as assigned

Organizes and supports department events

Finalist must successfully complete a background check


Licenses and/or Certifications


Work Setting Work is normally performed in a typical interior/office work environment.
Job Status
Percent Duty Time 100

Position Details

Posting Number S00199
Reports to (Title) Assistant to the Chair
Work Schedule 9-5
Position End Date (if temporary)

Posting Details Information

University of the Sciences EEO Statement

The University of the Sciences is an Equal Opportunity Educational Institution/Employer.

Close Date
Open Until Filled Yes
Special Instructions to Applicants
Additional Information

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents