Administrative Assistant for Rosenstiel School

About the role

The Rosenstiel School of Marine, Atmospheric, & Earth Science seeks a full‑time Administrative Assistant to support the Associate Director of Finance, the Department Chair, faculty, students, and staff. The role combines clerical duties, HR processing, and operational support to ensure smooth department functions.

Key responsibilities

• Provide daily clerical support to the Chairperson, faculty, students, and staff, including phone handling, visitor greeting, and policy guidance.
• Manage office logistics such as ordering supplies, arranging travel, and organizing seminars and meetings.
• Maintain web updates and electronic announcements for the department.
• Act as Workday Business Process Initiator: create requisitions, process hires, manage temporary and student assignments, and handle payroll activity.
• Process DS‑2019 forms for J‑1 visa holders and coordinate interview logistics.
• Support financial operations including corporate card expense reconciliation, space management reporting, inventory tracking, and procurement assistance.

Required profile

• Strong communication and organizational abilities.
• High attention to detail and commitment to accuracy, timeliness, and reliability of information.
• Ability to work independently while collaborating with central university offices.

Required skills

• Workday (HR and finance modules)

What we offer

• Opportunity to work in a dynamic academic environment supporting marine and atmospheric sciences.
• Professional development through interaction with faculty and university administration.