Academic Department Assistant Job Description [Updated for 2024]

academic department assistant job description

In today’s fast-paced world, the importance of an Academic Department Assistant has never been more evident.

Education continues to evolve, and with each development, the demand for skilled professionals who can support, streamline, and safeguard our academic systems increases.

But let’s delve deeper: What’s truly expected from an Academic Department Assistant?

Whether you are:

  • A job seeker trying to understand the core of this role,
  • An academic administrator outlining the perfect candidate,
  • Or simply intrigued by the day-to-day tasks of an Academic Department Assistant,

You’ve come to the right place.

Today, we introduce a customizable Academic Department Assistant job description template, designed for effortless posting on job boards or academic career sites.

Let’s dive right into it.

Academic Department Assistant Duties and Responsibilities

Academic Department Assistants perform a range of tasks related to the support and management of an academic department within a university or college setting.

They perform administrative tasks and may also assist with academic tasks such as grading or preparing course materials.

Academic Department Assistants are typically responsible for the following duties and responsibilities:

  • Provide administrative support to department staff and faculty, including scheduling meetings and appointments, answering phones, and managing mail
  • Assist in the preparation of course materials, including syllabi, assignments, and exams
  • Grade student assignments and record grades as directed by faculty
  • Maintain department records, including student grades, course schedules, and faculty information
  • Handle the ordering and inventory of department supplies and equipment
  • Assist in the planning and coordination of department events, such as guest lectures, workshops, and conferences
  • Communicate with students, faculty, and staff in person, via phone, and email
  • Perform data entry and generate reports as required
  • Ensure department compliance with university policies and procedures
  • Provide general information and guidance to students about departmental programs and services


Academic Department Assistant Job Description Template

Job Brief

We are seeking a highly organized and responsible Academic Department Assistant to support the faculty and students of our department.

The Academic Department Assistant will be responsible for providing administrative support, organizing events, and managing departmental resources.

This role requires excellent communication, organizational, and multi-tasking skills.

The ideal candidate should be familiar with the operations of an academic institution and have a strong sense of dedication to supporting the educational process.



  • Provide administrative support to faculty members
  • Coordinate and schedule meetings, conferences, and special events
  • Manage departmental resources and inventory
  • Assist with student inquiries and direct them to appropriate resources
  • Maintain accurate records and files
  • Prepare and distribute departmental correspondence and reports
  • Assist with the development and implementation of departmental policies and procedures
  • Coordinate travel arrangements for faculty members
  • Perform other duties as assigned



  • Proven work experience as an administrative assistant or similar role
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus



  • 401(k)
  • Health insurance
  • Dental insurance
  • Retirement plan
  • Paid time off
  • Professional development opportunities


Additional Information

  • Job Title: Academic Department Assistant
  • Work Environment: Office setting within an academic institution.
  • Reporting Structure: Reports to the Department Head.
  • Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
  • Pay Range: $30,000 minimum to $45,000 maximum
  • Location: [City, State] (specify the location or indicate if remote)
  • Employment Type: Full-time
  • Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our institution. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
  • Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].


What Does an Academic Department Assistant Do?

Academic Department Assistants typically work in educational institutions such as universities, colleges, or schools.

They work closely with the head of the department, faculty members, and students, providing administrative support.

One of their primary tasks is to assist in the scheduling and organization of departmental meetings, seminars, workshops, and events.

They may also be responsible for preparing agendas, taking meeting minutes and disseminating them to the appropriate parties.

Academic Department Assistants often handle correspondence, answering emails and phone calls directed to the department, as well as interfacing with other departments within the institution.

They may also assist with budget tracking and financial record keeping for the department, process invoices, and purchase orders.

In addition to these administrative duties, an Academic Department Assistant may also assist faculty with research or teaching activities.

This can include managing course materials, assisting with grading, or coordinating the use of department facilities.

Lastly, they play a significant role in student services, helping to answer queries, assisting with course enrollment, maintaining student records, and providing general advice and support to students within the department.


Academic Department Assistant Qualifications and Skills

An Academic Department Assistant should possess a range of administrative, interpersonal and technological skills to efficiently support an academic department, such as:

  • Strong organizational skills to manage multiple tasks, maintain department records, and coordinate academic events.
  • Excellent communication skills to liaise with students, faculty, and staff, providing clear and concise information about department policies and procedures.
  • Detail-oriented and able to maintain accurate records of departmental activities, budgets, and academic schedules.
  • Interpersonal skills to build and maintain effective relationships within the department and the larger academic community.
  • Proficiency in using office software and technologies, including word processing, spreadsheet management, email, and digital calendars.
  • Problem-solving skills to address and resolve issues that may arise within the department or among students and faculty.
  • Knowledge of the higher education system, department-specific information, and academic guidelines.


Academic Department Assistant Experience Requirements

An Academic Department Assistant generally requires a minimum of 1-2 years of experience in an administrative role.

This could be through internships or part-time roles in educational institutions or related organizations.

The candidates could have gained experience in areas such as front desk operations, office management, student affairs or academic services.

Exposure to an academic environment would be beneficial, as this role often requires understanding of academic procedures, student affairs, and departmental protocols.

Candidates with more than 3 years of experience in the field often have a deeper understanding of academic regulations and policies, department scheduling, and event coordination.

They may have also developed strong communication and organizational skills through their roles.

Those with more than 5 years of experience may have taken on more responsibilities, such as department budgeting, staff supervision, or even policy development.

These candidates could be ready for more senior positions, like Academic Department Coordinator or Manager.


Academic Department Assistant Education and Training Requirements

Academic Department Assistants typically hold a minimum of a high school diploma or equivalent, although many positions may require a bachelor’s degree, preferably in business administration, education or a related field.

The role often requires experience in an administrative capacity and strong organizational skills, hence, training or experience in office administration can be an advantage.

Excellent computer skills are essential for this role.

Familiarity with Microsoft Office Suite, Google Workspace, scheduling software, and student database systems are often required.

Therefore, computer training or certification can be highly beneficial.

Some roles may require knowledge in a specific academic field, hence a degree or courses in that field can be an advantage.

Although not required, some Academic Department Assistants may choose to pursue an advanced degree in education administration, business administration, or a related field to enhance their career opportunities and take on more complex tasks or leadership roles.

Finally, soft skills such as communication, teamwork, problem-solving and time management are highly desirable in this role, and can often be improved through various courses or on-the-job experience.


Academic Department Assistant Salary Expectations

An Academic Department Assistant earns an average salary of $40,258 (USD) per year.

The salary can vary based on factors such as years of experience, level of education, the specific institution, and the geographical location.


Academic Department Assistant Job Description FAQs

What skills does an Academic Department Assistant need?

Academic Department Assistants need to possess excellent organizational and administrative skills, as they often need to keep track of multiple tasks and deadlines at once.

They should have good communication skills, both written and verbal, to effectively interact with faculty, staff, and students.

Basic computer skills, such as proficiency in Microsoft Office, and familiarity with database management can also be beneficial.


Do Academic Department Assistants need a degree?

While some institutions may require a bachelor’s degree, most academic department assistants only need a high school diploma or an equivalent.

However, having a degree or additional training in a related field can be advantageous and may open up opportunities for advancement.


What should you look for in an Academic Department Assistant resume?

Look for a history of administrative or clerical experience, as this indicates familiarity with common tasks for the role.

Skills like organization, project management, and familiarity with office software are also important.

Additionally, any experience working in an academic setting or with students can be a major plus.


What qualities make a good Academic Department Assistant?

A good Academic Department Assistant is reliable, organized, and able to handle multiple tasks at once.

They should have excellent communication skills, allowing them to interact effectively with a wide range of individuals, from students to faculty members to administrators.

Additionally, a willingness to learn and adapt to new processes or technologies is highly beneficial.


What are the daily duties of an Academic Department Assistant?

The specific tasks of an Academic Department Assistant can vary based on the department, but typically include managing schedules, organizing meetings, maintaining records, preparing reports, and providing general clerical support.

They may also assist with budget tracking, event planning, and liaising with other departments or external organizations.



And there we have it.

Today, we’ve unveiled the true essence of being an Academic Department Assistant.


It’s not just about managing schedules or organizing files.

It’s about shaping the future of academia, one task at a time.

Armed with our comprehensive Academic Department Assistant job description template and real-world examples, you’re ready to take the leap.

But why stop here?

Go further with our job description generator. It’s your essential tool for crafting precise job listings or refining your resume to perfection.


Every task you undertake is a part of a larger academic mission.

Let’s shape that future. Together.

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