Position Summary:

The Administrative Assistant for the Department of Academic Affairs is responsible for providing support for multiple administrative tasks and staff including the Provost to ensure a smoothly running department. This position reports to the Assistant Director of Academic Services and works closely with other members of the Academic Affairs team.

The hourly rate for this position is budgeted for $15.00.

Minimum Qualifications:

• Relevant prior work experience that clearly demonstrates the required competencies to excel in this role.

Preferred Qualifications:

• One or more years administrative support experience in higher education, online education, or relevant fields.
• A suitable combination of education and experience may be substituted for minimum qualifications.

Job Duties:

• Demonstrate an attitude and behaviors that reflect the mission and core values of the department and the institution.
• Function as a centralized contact and consistent presence in the office of Academic Affairs through excellent attendance, regular work hours, and superior customer-focused service.
• Effectively manage visitors to the department by ensuring a presence in the Academic Affairs office. Answer and direct telephone calls; research inquiries, provide prompt, accurate responses, or make appropriate referrals to team members, and follow-up. Greet and direct visitors in a professional manner and ensure the reception area is clean, free of clutter, and welcoming.
• Serve as data and records steward for Provost’s office including physical and electronic files and databases.
• Serve as liaison between the provost and the president’s office, deans, directors, faculty, students, and staff. Gather information for the provost to assist in the decision-making process.
• Oversee faculty sabbatical applications and leave.
• Oversee Faculty Fellowships program, including but not limited to application processes, program management, and payment authorizations.
• Coordinates event planning and management for the department. Responsible for logistical aspects of these events, including but not limited to, identifying and reserving facilities, requesting and collecting materials for distribution, scheduling various university constituents for participation and/or support.
• Work with HR and BIR to produce faculty appointment letters for each new academic year.
• Assist with the promotion and tenure process for university faculty. Including but not limited to supporting faculty in portfolio management, coordinating eligibility with deans, and preparing all correspondence from the Provost.
• Prepare correspondence for the provost's signature.
• Assists the Provost in the coordination of the Academic Program Review process. Research, draft and prepare correspondence and presentation pieces; schedule and arrange meetings.
• Gather and organize data from various university constituents for academic calendar and oversee calendar distribution and management. - (Essential)
• Direct inquiries to other university offices for solutions.
• Website upkeep for academic affairs and individual academic units, upon request, through Craft website manager.
• Creation and publication of the annual university academic calendar in coordination with the Registrar for approval by Cabinet.
• Coordinates University Faculty Meetings, in collaboration with the Provost.
• Communication with students who have not completed their Service Learning requirement as well as students in a lapse of enrollment.
• Assist with the production of university catalogs by gathering up-to-date information. - (Marginal)