Functional Title: Academic Administrative Assistant
Classification: Non-Exempt
Department: Department of Humanities
Reports to: Department Chair
Primary Function: Provides reception and office management support

Essential Functions: Supports department faculty; completes academic plans for all English, history, and humanities majors; facilitates contact between students and advisors, including supervising the signing of all academic plans and scheduling senior project presentations; coordinates day-to-day office services, such as purchasing office supplies and equipment and scheduling office facility maintenance in accordance with University purchasing policies and budgetary restrictions; provides secretarial services for all department meetings, keeping and posting minutes; and participates in decision-making for matters concerning the humanities department.

Description of Duties:

  • work with advisors to create new academic plans for prospective English, history, and humanities majors
  • requesting and printing academic plans for upper-division English, history, and humanities majors
  • maintaining student academic files
  • collecting dean's, chair's, and student's signatures on all academic plans
  • ensuring electronic posting on the university server of all department class syllabi
  • providing class scheduling assistance for department chair
  • assisting with the department's outcomes assessment program
  • managing office facilities and ensuring functioning of office equipment, repairs, and updates
  • ensuring confidentiality and security of office facilities, student records, and faculty offices
  • purchasing office supplies and requesting purchase orders and checks for department
  • providing budget assistance to the department chair, including credit card/expense reports
  • managing travel arrangements for faculty travel
  • coordinating and scheduling American Heritage classroom reservations
  • assisting faculty with copying and other clerical duties 
  • assisting faculty with textbook ordering and tracking
  • organizing office supplies and procedures
  • maintaining accurate inventory of assets, including obtaining and affixing inventory items for new items, tracking of existing items, and retirement of disused items
  • hiring, scheduling, training, and managing student workers
  • performing secretarial and reception duties for department
  • collecting and dispersing department mail
  • taking notes or minutes at department meetings
  • assisting department chair and other faculty in organizing meetings, parties, and receptions, including Chap Day events, Blessing Ceremonies, and Writing Carnival events

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

  • effective oral and written communication skills
  • ability to get along with diverse personalities of faculty, staff, and students
  • understanding of degree plans and ability to create new degree plans
  • knowledge of office practices and administrative procedures
  • skill in the use of standard office equipment and computer software including knowledge of Microsoft Word and Excel
  • ability to maintain a high level of confidentiality
  • ability to work independently
  • not easily distracted or frustrated; able to remain calm in stressful situations 
  • high level of initiative in identifying and addressing needs
  • supportive attitude toward the mission and core values of Lubbock Christian University

Education and/or Experience

High school diploma or equivalency with 6-12 months job-related experience. Experience in supervising the work of others is preferred but not required.

Physical Requirements: While performing the essential duties of this job, the Academic Administrative Assistant is regularly required to sit and stand sporadically, use wrist, hands and/or fingers to make small repetitive movements such as typing and stapling papers, talk frequently to convey detailed or important instructions or ideas accurately, and hear average or normal conversations. The Academic Administrative Assistant will occasionally be required to lift supplies and/or move objects up to 25 pounds.  Visual abilities are required by this job to prepare or proof documents or operate basic office equipment.