Administrative Operations Lead for Department Support

Arkansas State; Jonesboro (AR); On-site; USD 40,000 - 60,000; Full time

Job summary

Arkansas State is seeking an Administrative Support Supervisor to oversee support staff in the Biological Sciences Department. The role coordinates calendars, communications, travel arrangements, and event planning while ensuring efficient office operations for faculty and graduate students.

The position requires the ability to manage budgets, travel, and departmental logistics, with a strong emphasis on organization, policy application, and data handling.

Qualifications

• The formal education equivalent of a High School Diploma.
• One (1) year of training in Business Management, Business Education, or a related field
• Three (3) years of experience in specialized or related field applicable to work performed.

Responsibilities

• Greet incoming individuals and answer the telephone, directing inquiries to the appropriate person.
• Manage all office correspondence, including mail and e-mail directed to and from the Biological Sciences Department, faculty, and graduate students.
• Maintain calendar for Chair of Biological Sciences Department.
• Take notes at faculty meetings.
• Advertise and schedule departmental events.
• Coordinate academic and co-curricular activities within the department.
• Prepare faculty and graduate student phone and e-mail lists.
• Assist graduate students and direct student inquiries to the appropriate faculty or staff member.
• Assist with tracking Graduate Student FormStack forms and their progress within their program.
• Coordinate on-campus interviews of prospective faculty.
• Concur Travel – Faculty, Students, and Guests of A-State
• Work with Department Business Coordinator to make sure budget resources are available.
• Prepare Travel Authorization through Concur Travel.
• Use Department Travel Card to make travel reservations and prepare 14-Day Advance travel memo if required.
• Work with faculty to arrange Travel for Biology Seminar speakers and faculty candidates as required.
• Prepare Travel Expense Reports through Concur Travel on behalf of travelers, reallocate charges as necessary.
• Track and prepare P-Card report for office and miscellaneous supplies.
• Work with Department Business Coordinator on reallocation budget questions.
• Maintain the Department copier and handle copier issues.
• Maintain a log of sensitive/non-sensitive documents leaving the department.
• Travel Memos, Vehicle Safety Program form (VSP).
• Point person for reserving Department Fleet Vehicles, upkeep of Vehicle Checklist, Insurance, and Wex Card for Vehicles.
• Process Work Orders as needed.
• Update and maintain department website and recruitment pamphlets, degree/major checklists.
• Liaison with IT Services for IT issues.
• Authority for signing/distributing documents from Access and Accommodation Services to the appropriate faculty
• Maintain department list of majors and teaching assistants.
• Maintain 11th-day official course enrollment
• Enter department’s course schedules into Banner/CourseDog
• Create variable credit research courses for Biology
• Oversee Registration Error Reports from Registrar’s office
• Assist students with class overrides per faculty’s requests
• TA coordination – collect student schedules for Fall/Spring and coordinate TA slots.
• Oversee room scheduling for Bio classrooms, including meetings and defenses.
• Other duties as assigned.

Skills

Record keeping procedures

Data analysis

Travel policies

Graduate Student Policies

Planning and organizing

Education

High School Diploma or equivalent

1 year training in Business Management/Business Education or related field

3 years experience in related field

Job description

Arkansas State is seeking an Administrative Support Supervisor to oversee support staff in the Biological Sciences Department. The role coordinates calendars, communications, travel arrangements, and event planning while ensuring efficient office operations for faculty and graduate students.

The position requires the ability to manage budgets, travel, and departmental logistics, with a strong emphasis on organization, policy application, and data handling.