Administrative Assistant

Carol Blow
Location: Torrey Life Sciences, Room 161
Phone:860-486-4313
Fax: 860-486-3943
e-mail: carol.blow@uconn.edu

The responsibilities of the Administrative Assistant in Biology Central Services are discussed below.

As a member of a group office, one of my duties is to facilitate a variety of office functions. These include:

mail distribution
answering phones
answering general questions
directing people to appropriate sources
technical services orders
locksmith service requests
preparing some correspondence for the Assistant Dean and the Academic Renovations team
coordinating the office supply area and ordering supplies as necessary
assisting with payroll check distribution
assisting the Graduate Coordinator with requests for information on the graduate programs
processing monthly billings for phones, photocopier and Risograph
handle vehicle scheduling for two in-house vehicles and with the Transportation Department - submit monthly mileage reports.

Additional duties include:

Oversee use and maintenance of Risograph which is used for production of course material. This includes clearing jams, instructing new users on proper use of machine, ordering supplies (ink and masters), billing the departments for their use of the machine.

Key operator for the photocopier - clearing jams, adding toner and paper; ordering supplies; calling in for repairs and maintenance, billing the departments for their use of the machine, etc.

Submit course scheduling information (Spring and Fall). This includes working up data sheets for all Biology courses for departmental approval and submission, reserving rooms for courses and final exams, and resolving room conflicts. Be sure proof copy for schedule of courses is submitted to ensure correct course listings. Coordinate catalog copy with department representatives.

Work closely with the Scheduling Office to minimize conflicts within the biology departments pertaining to room use, classes requesting to meet at the same time, etc.; also that new courses have received all necessary approvals before they are actually offered to the students.

Receive and distribute class lists and grade sheets - gather and maintain enrollment statistics from them.

Process Instructor Edit Lists (Office of Institutional Research - OIR) for the three biology departments.

Handle OIR-sponsored student evaluation of faculty; also handle student evaluation of faculty for Biology Central Services, when not done by OIR (every other year), as well as pick up every semester those courses not done by OIR.

Act as liaison between students, prospective students, parents and the programs--answering questions about programs, courses, problems, etc. Make calls, appointments, etc. for students to talk to others.

Process faculty advisor assignments, referring students to appropriate departments/advisors. Maintain computer list of advisors/advisees including academic status of students. Submit new information to Registrar's Office.

Coordinate and produce departmental informational brochures for undergraduate students, including plans of study.

Coordinate use of departmental slide projectors and overhead projectors; coordinate room use (reservations through the Scheduling Office) for meetings and seminars, etc.