ADMINISTRATIVE ASSISTANT TO THE PROVOST & VP FOR ACADEMIC AFFAIRS

The Administrative Assistant reports to the Provost & Vice President for Academic Affairs and serves as the primary point of contact for the office. The position relieves the Provost & Vice President for Academic Affairs of operational and administrative details and performs an administrative function that requires a thorough knowledge of university policies, procedures, and operations. The position consistently promotes a positive image of the university by greeting and receiving faculty staff, students, and external constituents to the office; understands, accepts, and supports the institution’s academic values and the mission of the university.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support the work of the Provost and Vice President for Academic Affairs.
• Schedule appointments for the office and manage calendars.
• Make travel arrangements as requested.
• Manage and approve the Provost and Vice President’s office budget and all academic purchasing cards for the Academic Sector.
• Manage SharePoint sites and users Academic Affairs and faculty review.
• Schedule Third Year Reviews, Tenure Reviews, Lecturer Review, and Assistant/Associate Faculty Reviews
• Maintain an accurate, up-to-date database of faculty with ranks, degrees, tenure status, etc. Assume responsibility for the accuracy of the faculty listing in the catalog and faculty handbook.
• Create renewal and new contracts for faculty who are asked to return. Update contract salaries based on the current faculty salary scale, promotions and/or changes in rank and merit pay.
• Maintain all part-time faculty files relating to the Academic sector. Act as a custodian of these files and maintain confidentiality.
• Assemble and verify the part-time faculty payroll and overload faculty payroll requests.
• Review and process class schedule revisions made after the section schedule is published
• Oversee regular audit of faculty credential files to meet requirements of SACSCOC.
• Maintain the University Re-accreditation documents from SACSCOC.
• Maintain the Articulation Agreements for the University.
• Maintain the International Agreements with the international sites.
• Serve as Secretary to the Faculty
  • Prepare and distribute agenda
  • Take and prepare official meeting minutes
  • Maintain files of faculty meeting minutes
  • Prepare eligibility lists for faculty elections
• Serve as secretary to Academic Council, Deans Council, and Deans
  • Prepare and distribute agenda and power point
  • Take and prepare official meeting minutes
  • Maintain files of meeting minutes
• Maintain an accurate and up to date version of Part-time Faculty Handbook, Faculty Handbook and Constitution, and General Education Core Handbook.
• Serve on the Commencement Committee.
• Coordinate the work of the deans’ secretaries and the chairs’ secretaries for academic reporting and processes. Lead meetings regularly to cover items on the academic calendar, reporting processes and general information regarding the goals of the academic sector.
• Create and maintain the filing system for the office.
• Other duties as assigned.

QUALIFICATONS

• Understanding of the executive office and its operation
• Ability to organize information, prioritize tasks, and manage workflow
• Excellent communication skills both oral and written
• The ability to edit, update and compose professional business letters, documents, reports, meeting minutes, and biographical sketches
• Supervisory skills and experience
• Knowledge and proficiency using Microsoft Office and willingness to learn other computer or network programs that are implemented by the office or University
• Exceptional attention to detail

SKILL REQUIREMENTS

• Knowledge of and strong command of MS Office Suite and willingness to learn and utilize new technology as it develops.
• Knowledge and understanding of university policies and procedures: and electronic platforms for work accomplishment.
• Strong organizational skills including the ability to plan, organize, prioritize, and execute required work activities in a busy work environment including handling multiple tasks seamlessly with exceptional attention to detail.
• Ability to contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage across the campus.
• Ability to communicate effectively both verbally and in writing.
• Ability to use sound judgement.
• Ability to accommodate shifting priorities in a highly charged environment to facilitate requests from the Provost & Vice President for Academic Affairs
• Ability to effectively lead.
• Ability to meet deadlines in a fast-paced, quickly changing environment.
• Ability to coordinate. delegate and implement assignments to meet deadlines.
• Ability to maintain effective working relationships within the office as well as with other across campus.
• Maintain a high level of confidentiality.
• Ability to assume new responsibilities on own initiative and execute them in an effective manner.
• Ability to exercise sound independent judgment when making decisions as well as functioning calmly and effectively during times of crisis.

Interested candidates can submit a staff application and resume to Lisa Kelly at [email protected].