I work at a University. I am an Admin. Assistant & the Receptionist. There are two IT people, one undergrad adviser, a Grad liaison, and the Chair's Secretary. WE are the entire staff. There are 34 full tenured faculty, 60 Grad students that also teach for us, and about 25 adjuncts that we assist. The IT assist all these people with computer related problems. The Undergrad adviser generally helps enroll undergrads, creates the schedules for all English courses & helps with a few awards ceremonies. The Grad Liaison builds the Graduate teaching schedules with the help of the FYC Department. She assists all 60 Grad students with getting their schedules, both classes they take & classes they teach, as well as their payroll & travel reimbursement for conferences. That's a whole lot of work for one person. An insane amount of work. The chair's secretary, oversees budget for the department as well as travel reimbursement & purchase reimbursement for the entire faculty. She does payroll for staff. She also assists the chair in meetings.
Then there's me. I answer phones, and direct students looking for anything you can imagine. I do this while trying to make copies for all 119 people, summarizing capstone surveys from over 40 students, some travel, scanning ALL our paperwork, ordering any supplies anyone needs, scheduling rooms for special events, running stuff over to the bursar's office, all the office filing, calling in any repairs that need made or reporting heat & air problems, the mail, answering e-mails, sorting invoices, running up & down stairs to hang signs that say they are not going to make their classes or office hours etc., etc. I assist all 119 people with daily needs, wants, questions, etc.
Every single person, minus one or two, literally, one or two, think I have nothing better to do than be their personal secretary. Now, I will admit, I do get online & FB or post a blog now & then. All to simply keep my sanity. I am allowed two 15 minute breaks & a lunch break. I seriously doubt I waste any more time than that.
The problem comes when I try & tell these people that I cannot do things for them. I am not paid to write their Vita. I am not paid to do specialty book orders for them. I am not paid to fill out their forms. Not their book adoption forms, not their awards committee forms, none of their forms. I am not here to hang things in their office or move furniture for them. I am not responsible for e-mailing their students or accepting their students papers in my office. I believe there is even a LAW about that last one. I know that other Departments are not like this. I know Admin. Assistants in other Departments as well as Professors. They are always horrified by my stories.
Recently I had a Professor want to do this complicated specialty order for textbooks that she had worked out with some publisher that she is friends with. She e-mailed me this e-mail conversation between her and some guy named Justin & asked me to do all this stuff with it & contact the bookstore & all kinds of complicated back & forth stuff. NOT MY JOB. My job with book adoptions is to make sure that their form that they fill out makes it to the bookstore. The end. That is supposed to be my extent of contact with book orders. If the bookstore has a problem, they can contact me & I can put them in touch with the Professor. That's it. So, I e-mail the Professor this e-mail:
Hello,
You will need to contact the bookstore & see if this is even a
possibility. Their e-mail is XXXtxt@XXX.XXXXtt.com Their phone # is 325-XXXX.
Thanks,
Jen
Then there's me. I answer phones, and direct students looking for anything you can imagine. I do this while trying to make copies for all 119 people, summarizing capstone surveys from over 40 students, some travel, scanning ALL our paperwork, ordering any supplies anyone needs, scheduling rooms for special events, running stuff over to the bursar's office, all the office filing, calling in any repairs that need made or reporting heat & air problems, the mail, answering e-mails, sorting invoices, running up & down stairs to hang signs that say they are not going to make their classes or office hours etc., etc. I assist all 119 people with daily needs, wants, questions, etc.
Every single person, minus one or two, literally, one or two, think I have nothing better to do than be their personal secretary. Now, I will admit, I do get online & FB or post a blog now & then. All to simply keep my sanity. I am allowed two 15 minute breaks & a lunch break. I seriously doubt I waste any more time than that.
The problem comes when I try & tell these people that I cannot do things for them. I am not paid to write their Vita. I am not paid to do specialty book orders for them. I am not paid to fill out their forms. Not their book adoption forms, not their awards committee forms, none of their forms. I am not here to hang things in their office or move furniture for them. I am not responsible for e-mailing their students or accepting their students papers in my office. I believe there is even a LAW about that last one. I know that other Departments are not like this. I know Admin. Assistants in other Departments as well as Professors. They are always horrified by my stories.
Recently I had a Professor want to do this complicated specialty order for textbooks that she had worked out with some publisher that she is friends with. She e-mailed me this e-mail conversation between her and some guy named Justin & asked me to do all this stuff with it & contact the bookstore & all kinds of complicated back & forth stuff. NOT MY JOB. My job with book adoptions is to make sure that their form that they fill out makes it to the bookstore. The end. That is supposed to be my extent of contact with book orders. If the bookstore has a problem, they can contact me & I can put them in touch with the Professor. That's it. So, I e-mail the Professor this e-mail:
Hello,
You will need to contact the bookstore & see if this is even a
possibility. Their e-mail is XXXtxt@XXX.XXXXtt.com Their phone # is 325-XXXX.
Thanks,
Jen
I went back to my word document & summarizing capstone surveys. It seemed logical to me that I didn't need to be involved in this. First, it wasn't my JOB and second relaying messages usually ends up in some sort of mix-up or confusion. I thought passing along the e-mail & phone # was pretty nice. She could talk directly to the people she needed to to get exactly what she needed. Oh, and did I mention that doing specialty book orders was NOT my job?
Apparently, she didn't understand my kindness in giving her the contact info. I got this e-mail back:
"You have the contacts there, and ordering books for classes is
part of your job, Jen. So I would appreciate it, if you could take care of it."
Wow. Now let me tell you a story about this lady. A story about embezzling & mis-use of Department funds. A story of a woman who used to chair a Department at a large University, but was made to step down after finding she was embezzling. THIS woman was telling me what MY job was. I find that frustratingly ironic.
I didn't respond. I was trying to calm down & understand. Then a second e-mail showed up:
"ps: I think that all that is involved is for you to contact the
bookstore/s and arrange to send them a revised version of your order for the 18C class, with 3 ISBNs on it instead of 9 --possibly with Jxxx's email attached. If they don't have it on an order from you, as the dept representative, it won't happen. Since this will mean their processing 3 items instead of 9, therefore less work for them, I can't see why they would mind. And we are all here to help students."
bookstore/s and arrange to send them a revised version of your order for the 18C class, with 3 ISBNs on it instead of 9 --possibly with Jxxx's email attached. If they don't have it on an order from you, as the dept representative, it won't happen. Since this will mean their processing 3 items instead of 9, therefore less work for them, I can't see why they would mind. And we are all here to help students."
See how she managed to slump responsibility from herself to me? It's no longer HER book order, but MY book order. Except, it's not MY book order. I have nothing to do with anything she is talking about up there. What she "thinks" is involved & what is actually involved are not at all the same. It is not MY job to revise HER book order. She made this deal with a publisher BEFORE contacting the bookstore. How are back door deals with publishers MY job? Did I mention this woman almost lost her job for embezzling from the University?
So I don't respond. I contact my chair & his answer is to forward the e-mail to the bookstore. He doesn't back me up. He doesn't tell this woman that it ISN'T my job. He agrees with me in person, but does nothing to help prevent this sort of thing in the future. This happens a lot. He is absolutely afraid of confrontation. He runs away. Tries to placate. In the process he undermines his staff & allows for his faculty to believe we are their special personal assistants. We are not.
It is not possible for me to help that many people with everything they want. It IS possible for me to keep an even pace & do the work that is actually assigned to my position. Unfortunately what my job is & what these people think my job is are two different things & I am sick to death of trying to explain things. I am sick to death of the hatefulness I get from these people every single day.
I cannot finish anything. I cannot please anyone. I have no sense of accomplishment & am very tired of being talked down to & told that I need to do my job, when I go out of my way to help more than I am paid to do now. I have great work ethic & always try to do my very best. I am told I do very good work by several people, but it is hard to feel that is true when you have people being so very mean to you on a daily basis & treating you like you are an idiot. I have never been treated as poorly as I am here in the higher education system.
I go home & cry. I go home & pass out from exhaustion. My self-esteem is shattered day after day. As hard as I try, I feel like my life & my job are pointless. It's just too much.





