The Administrative Assistant will provide administrative and clerical support for Hampton University Department of Chemistry and Biochemistry.  The successful candidate will report directly to the Chair of the department. 

**The start date for this position will be on or after August 1, 2025.

Duties and Responsibilities

The duties listed below are representative of the knowledge, skills and abilities required for this position.  Therefore, the successful candidate will be expected to:

• Perform general clerical duties to include, but not limited to filing, copying, emailing and typing various types of correspondence
• Receive and disseminate mail and correspondence into faculty mailboxes located in TU 214
• Interact professionally with faculty, staff and students
• Answer multi-line telephone with professionalism and courtesy
• Manage and maintain general files to include faculty, staff and student files
• Collect, prepare, maintain and distribute new faculty, adjunct and staff documents for processing
• Compile, transcribe and distribute minutes for departmental meetings
• Compose letters, memorandums and process reports and other documents as needed
• Prepare online requisitions in Banner, paper requisitions, as well as Small Purchase Vouchers (SPV’s) from grants and departmental funds
• Forward invoices received to Invoices@hamptonu.edu for payment
• Order and maintain office supplies as needed
• Order laboratory supplies and equipment
• Receive supplies when delivered and distribute accordingly
• Communicate with vendors, Purchasing Dept., Invoices and Accounts Payable on a regular basis
• Maintain and update Student Major List
• Input Student Advisors for all Chemistry & Biochemistry majors into Banner System
• Prepare Teaching Load for Fall and Spring semesters in preparation for Productivity Report
• Assist Chair with Class Schedule for each semester and maintain communication with the Registrar’s Office
• Maintenance of office equipment copiers and printers
• Maintain copy cards for faculty to take to Office Services
• Process work orders for Telecommunications, Lock & Keys and Buildings & Grounds 
• Keep track of activities and maintain calendar for use of Conference Room, TU 214
• Maintain contact with School of Science Administrative Assistant for TU 129 & S&T 109 auditorium reservations
• Contact Registrar for special room reservations in different buildings
• Serve on the Department’s Hospitality Committee
• Coordinate Annual Departmental Dinner Meeting for the first week of December for students, faculty, staff and distinguished guests
• Prepare certificates for outstanding students in General Chemistry, Organic Chemistry & Physical Chemistry from the previous semester for the Annual Departmental Dinner.
• Prepare Certificates of Completion for graduating seniors
• Assist faculty, staff and students as needed
• Assist the Chair of the department and perform other duties assigned by the Chair

Requirements

• Deliver outstanding customer service
• Communicate effectively both orally and in writing with a variety of constituencies including administrators, faculty, staff and students
• Learn and work with Banner system
• Perform tasks with the use of office equipment to include computers, copiers, scanners, etc.,
• Proficient use of Microsoft Office (Excel, Outlook, Word, PowerPoint, etc.)
• Prioritize, plan and organize multiple tasks and projects using organizational skills

Qualifications

• High School diploma or higher and at least three years of administrative assistant experience and/or training