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Administrative Assistant III (Sherry Stokes)

HR coordination

  • Serve as administrative contact for MS Search Committee * Arrange travel and prepare itinerary for staff candidates * Contact recruiter regarding salary recommendation and clear new salary with department administrator * Prepare offer letter * Respond to staff candidates' questions regarding relocation, salary, benefits, visa, etc.

Staff pre-hire process

  • Serve as coordinator for staff new hires New Hire Checklist on wiki
  • Schedule staff orientation
  • Prepare and e-mail welcome package including new hire calendar (meetings, seminar, clinic, orientation)
  • Point of contact for staff new hire (first day) for ID badge, new employee paperwork, etc.

International Support Services

  • Serve as coordinator for International support services: International Support Services link on wiki
  • Coordinate incoming employee visa process, including ascertaining OPT status and EAD card
  • Maintain existing employee visa status
  • Process permanent residence applications

Staff Affairs

  • Prepare staff salary letters - annual
  • Process post-interview reimbursement including relocation for staff candidates
  • Draft e-mail for new staff member to be circulated to department members
  • Coordinate staff departures Staff Separation
  • Prepare position description questionnaires (PDQs) and position management forms (PMFs) for promotions/new hires
  • Draft e-mail for staff member promotions to be circulated to department members
  • Coordinate staff FMLA process
  • Prepare Leave Utilization Report based on dbC report
  • Staff evaluations - 6 month email reminder to supervisor with follow-up
  • Staff onboarding - 60-90-180 day email to supervisor with follow-up

Support Services

  • Manage calendars for professor and department administrator (Dupont/Stewart)
  • Departmental monthly gift report
  • Departmental gift letters- Annual
  • Biosketch (back-up)
  • Other Support (back-up)
  • Lunch with the Chair (CQI Project)

Department Chair Support

  • Calendar coordination under the direction of the assistant to the chair

Other duties as assigned

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Topic revision: r11 - 26 Oct 2011, LindaStewart

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