Department Programs Associate

Essential Job Duties

This position provides administrative and business support to the Business Officer, Department Head of Parks, Recreation and Tourism Management, Associate Department Head, faculty, staff and students. This position will report to the Business Officer and plays a significant role in maintaining operational efficiency within the main administrative office and plays a significant role in assisting with finance and human resource related responsibilities. The position serves as the first point of contact for visitors to the department and will be expected to answer general questions regarding and, where necessary, direct inquiries to the appropriate person.

Successful candidates must be able to work both independently and collaboratively. The ability to multitask, efficiently prioritize and complete tasks according to strict deadlines, perform actions requiring strong attention to detail, and learn and adapt to changing procedures will be critical for this position.

In support of the Department of Parks, Recreation and Tourism Management, this position provides:

General Office Administration & Operations (30%)

• Managing the reception area and public spaces; greeting and assisting all visitors, students, faculty and colleagues.
• Serving as the primary liaison for IT, building maintenance, and key assignments. Acts as the Asset Management and Surplus Coordinator.
• Curating departmental listservs, managing conference room reservations, and overseeing departmental calendars (PhD student defenses, academic seminars, social events).
• Representing the department on the CNR Safety Committee and serving as the Mobile Communication Device (MCD) Initiator.
• Managing mail/parcel distribution and high-volume printer maintenance (WolfCopy).
• Coordinate travel arrangements and approvals for students, faculty and visitors.

HR & Financial Responsibilities (45%)

• Reconciling Pcard transactions, processing vouchers, and managing payments/deposits for the department.
• Initiating new hires, separations, and rehires; managing the full onboarding lifecycle for new staff.
• Acting as Timekeeper for bi-weekly employees and Leave Coordinator for all temporary and student staff.

Executive Support for Department Leadership (25%)

• Coordinating the Department Head's daily planner, travel arrangements, and IT needs.
• Recording proceedings, tracking action items, and ensuring all virtual/in-person materials are prepared for maximum effectiveness.
• Collaborating on the collection of program data for annual reports and departmental reviews.
• Assisting leadership with the sensitive Retention, Promotion, and Tenure (RPT) process; seeking guidance from the Business Officer.

Other Work/Responsibilities

Other tasks and responsibilities may be assigned based on the needs of the organization and evolving priorities.

Minimum Experience/Education

Bachelor's degree; or an equivalent combination of training and experience.

All degrees must be received from appropriately accredited institutions.

Required Qualifications

• Experience Managing Calendar
• High levels of proficiency with word processing and spreadsheet software.
• Excellent attention to detail in all tasks.
• Ability to work independently and under short timelines.
• Experience with financial systems.
• Experience with human resources systems.
• Excellent communication skills.
• Strong interpersonal skills.

Preferred Qualifications

• Excellent written, verbal, and interpersonal skills, with proficiency in business writing and proofreading.
• Proven ability to handle sensitive information with professionalism and integrity.
• Expert scheduling, multitasking, calendar management, and project coordination.
• Knowledge of the rules and regulations concerning Human Resources actions, PCard and Travel.