35% Coordinate appointments, meetings, and assist in event coordination for the Division Chair, maintaining proper documentation and records of meetings and any corresponding actionable items. Assemble agendas, briefing packets, and supporting materials provided by the Chair or Department Affairs & Operations Manager, prepare departmental meeting spaces and virtual links, and local event spaces for students and faculty, take notes when requested, and prepare draft minutes, decision records, and action-item lists for review. Help coordinate departmental events both locally and sometimes nationally.
20% Arrange approved transportation, lodging, registration, and itineraries for the Chair and, as needed, other faculty, students, and visitors. Assemble required travel documentation, maintain accurate travel details and records, and forward receipts and completed materials to designated business staff for processing. Maintain departmental records of all travel activity.
20% Create and maintain departmental templates. Maintain a confidential log of items awaiting the Chair’s review, signature, response, or decision. Organize incoming materials by due date, provide reminders, track requested follow-up, and document completion or disposition.
10% Receive calls, visitors, mail, and documents directed to the Chair, route inquiries to the appropriate individual, prepare the Chair’s office and meeting space, and provide scanning, copying, printing, mail, supply, package, inventory, and document-delivery support.
10% Assist with the preparation of event flayers, presentation slides, graphic design, and event and faculty and student photography.
5% Other office support duties as assigned.