Administrative Assistant, Academic Affairs

The Office of Academic Affairs is now accepting applications for an Administrative Assistant to assist the Vice President's office. The Administrative Assistant will coordinate and carry out a variety of key administrative support functions.

• Perform regular administrative assistant duties: order office supplies; screen and distribute mail; photocopy, scanning and filing. Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.

• Maintain the Vice President for Academic Affairs' calendar and phone communication including the scheduling of appointments and coordination of group meetings.

• Assist in departmental budget planning. Monitor division/department expenditures and process budget documents.

• Utilize electronic filing record system.

• Organize, coordinate and announce various activities/events, including arranging for all necessary facilities, catering, scheduling.

• Maintain and revise, as directed, written documents related to assigned functions, such as policy and procedure manuals, instructional materials, and the like.

• Work closely with the Division of Student Experience in preparation and organizing commencement week activities.

• Prepare, transcribe and disseminate agendas/minutes for assigned committees or councils;  (Conference Committee, Deans Committee, Faculty Assembly and sub-committee of BOT).

• Ensure and monitor storage of course syllabi and final exams for the purpose of accreditation.

• Plan and prepare a variety of regular and special reports related to assigned functions involving background research, compiling and analysis of data from a variety of sources and so forth.

• Maintain and track faculty stipend agreements.

• Prepare, review and disseminate student course evaluations to divisions for distribution to faculty on a semester basis.

• 4+ years of related experience required in working in an executive assistant role, associates or bachelor's degree preferred.

• Advanced Proficiency in Microsoft Office Applications (Outlook, Word, Excel, Pivot Charts, MS Access, and PowerPoint).

• Ability to communicate effectively and professionally.

Knowledge and Skills:

• Excellent communication, customer service and relationship building skills - able to interact with people of all levels in a confident, professional manner.

• Manage sensitive matters with a high level of confidentiality.

• Team working skills - have team-oriented experience and approach.

• Flexibility

• Strong writing and editing skills.

• Record minutes for all meetings.

• Willingness to learn and maintain information in systems used by the University: Colleague, NeoEd and Canvas (learning management systems).