Job Description Summary

Under supervision of the Assistant Director of Administration, the Administrative Assistant provides administrative and programmatic support for the Department of City & Regional Planning (CPLN) and the Master of Urban Spatial Analytics (MUSA) program. Provides direct support to the Department Chair and Assistant Director of Administration for the day-to-day program operations. The ideal candidate will work autonomously and effectively in a team-based environment, independently manage a variety of short-term administrative and long-term programmatic tasks and serve in a forward-facing role greeting and welcoming faculty, staff, students, and visitors to the Department.

Job Responsibilities

• Perform daily office operations, including greeting visitors, answering phones, scanning and photocopying, ordering office supplies, and distributing mail. Assist Assistant Director of Administration with multiple listservs. Help maintain department bulletin boards and mailboxes. Maintain Department Canvas Sites. Open and close office. Work with faculty to post course Canvas sites.
• Assist the Assistant Director of Administration & the Events Coordinator with departmental events such as lectures, symposiums, faculty meetings, orientation, open houses, commencement, reviews, and social events. Responsibilities could include ordering food and beverages, providing signage, organizing space with Operations Department, setting up of event, securing necessary computer and A/V equipment, coordinating with caterers, and breaking down event. May involve working past normal business hours. May include mandatory overtime when needed.
• Provide calendar scheduling and administrative support to Department Chair, including reimbursements.
• Assist with maintaining and updating departmental website and social media.
• Assist in maintaining various study and studio spaces, including providing A/V equipment and supplies.
• Work with Assistant Director of Administration on expense tracking, credit card reporting, submitting purchase orders, and processing reimbursements.
• Provide administrative support to MUSA program director, including reimbursements and event organization.
• Assist the Assistant Director of Administration on registration matters. Help Assistant Director of Administration track PhD student status and progress to graduation; assist in maintaining departmental databases and files. Process dissertation certification paperwork for doctoral students. Assist in completion of graduation requirements, including internship requirement.
• Perform additional duties as assigned.

Qualifications

Required

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.

Preferred

• Bachelor's Degree and 1-2 years relevant experience strongly preferred.

Please provide a resume and cover letter in order to be considered for this role. Please upload documents in the “Resume/CV” section of the application prior to submitting.