Administrative Assistant for Fiscal Operations
Pick up and distribute mail and process priority mail.
Receive deliveries and distribute to faculty mailboxes.
Monitor telephone charges.
Assist lab monitors and tutors with paper, supplies, name tags, etc.
Prepare Physical Plant work orders and key requests.
Contact Housekeeping, Operations and Academic Technology.
Coordinate copier, office printer, and fax maintenance and repairs.
Prepare and process inventory and surplus forms.
Prepare and monitor Equipment Removal Forms.
Submit electronic postings of work-study positions in the Career Services Job Bank.
Collect, file and process resumes for work-study positions.
Notify Career Services of terminated and hired work-studies.
Prepare employment packets for student employees: work-studies, tutors, graders, RAs, TAs. Prepare employment packets for NTT faculty.
Process and track Background Checks for student employees and NTT faculty.
Verify employment applications.
Complete employment packets, copy and submit originals to Human Resources.
Submit copies of TA and NTT faculty employment applications to Dean’s office.
Maintain all current and past student employee and NTT faculty files.
Process Separation forms for student employees, copy and send to Human Resources.
Collect and verify student time cards and input into Define for approval.
Help students with time card and payroll issues.
Track wages for all student employees and prepare expense reports.
Process petty cash reimbursements.
Process interdepartmental transfer forms.
Prepare moving expenses reimbursement vouchers for new faculty.
Prepare Request for Payment of Business Expenses forms.
Prepare Local Funds Vouchers or electronic VP2 documents for all business expenses.
Prepare monthly student stipend vouchers.
Maintain a list of office supplies needed and faculty requests.
Prepare general purchase orders for lab and office paper.
Obtain quotes for purchases of supplies, furniture and equipment.
Prepare electronic purchase orders and route for approval.
Contact Purchasing to fax purchase orders to vendors.
Contact Purchasing to work on large purchases over $2,500 (PB4s).
Contact Central Receiving for tracking and to issue receiving reports.
Contact vendors to send purchase order information, track shipments and returns.
Contact Disbursements to set up new vendor IDs and resolve payment issues.
Set up department Internet accounts with vendors to order on line.
Process Procard payment vouchers.
Prepare Procard transaction log sheets for expenses.
Assist faculty and students with travel plans.
Prepare Request for Travel Authorization forms for faculty and students.
Prepare Authorization for Services Agreement for colloquium speakers and external visitors.
Make airline and hotel reservations for faculty candidates, colloquium speakers and visitors.
Email travel itineraries to faculty candidates, colloquium speakers and visitors.
Schedule rooms and prepare and distribute colloquia announcements to faculty and students.
Set up conference room with refreshments for colloquia receptions.
Prepare travel reimbursement vouchers.
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