019621 Administrative Specialist II-Biological Sciences

GENERAL RESPONSIBILITIES In this challenging role, you will support the Biological Sciences department at Greenville Technical College. Duties may include any or all of the following: -Provide administrative support to the Biological Sciences department. Answer telephones, address questions, as appropriate, and organize communication in the Sciences. Maintain hall directory. Greet visitors/students; initiate resolution of problems with students, faculty, staff, and administration; refer as appropriate. Secure departmental mail on a daily basis and distribute as appropriate. -Performs departmental clerical and secretarial duties. Distribute forms/rosters/memos to the faculty and, where appropriate, collect and organize responses. Type memos/reports/letters and proofread all materials. Independently organize departmental photocopying and work to be done at the school print shop. Ensure that copying is submitted and returned to meet academic deadlines. Maintain all files for the Sciences Departments. Monitor and maintain departmental and faculty office supplies. Pick up supplies from bookstore, print shop, and central stores as needed. Monitor supply budgets to determine appropriate spending levels. Oversee departmental errands involving delivery/receiving of important documents. Maintain copy machine supplies and maintenance schedules. -Performs electronic data management. Enters course schedules and faculty assignments into Datatel; update as courses are added/canceled and notify students of changes. Review for accuracy. Design enrollment numbers for Sciences courses on a weekly basis once registration begins. Generate a report with these data that is used for statistical analyses by the department heads (e.g. retention, enrollment trends). Verify recorded grades for all courses at the end of each semester.
Alert department head of any irregularities. Obtain monthly budget data for Arts & Sciences dean.
Maintain knowledge of financial system and provide support to department heads as needed to
resolve problems. Perform appropriate mail merge for letters for students. Receive electronic version
of syllabi and schedule cards from faculty. Transfer to network drive after faculty have made
appropriate corrections. Create electronic reports from Datatel for class rosters and final grades each
semester. Maintain, update and distribute master departmental syllabi electronically.