Executive Administrative Assistant - Office Of The Vice Provost Of Faculty Affairs

Executive Administrative Assistant (Administrative Associate 3)

Office of the Vice Provost for Faculty Affairs

Regular Full-time, Market Range 06

The Office of the Vice Provost for Faculty Affairs seeks a full-time Executive Administrative Assistant. To apply, applicants should submit a cover letter detailing relevant experience along with a resume and contact information for a minimum of three references.

Reporting to the Vice Provost for Faculty Affairs, the Executive Administrative Assistant will provide administrative and clerical support for the Vice Provost for Faculty Affairs and serve as project manager on several faculty development programs. Additionally, this position will serve to plan and provide support for Faculty Affairs events and travel, as well as assist with financial, HR, and operational business activities and faculty actions. This position works closely with the Vice Provost, VPFA Office, and Provost Office staff to carry out daily administrative functions.

Job Functions/Responsibilities:

• Administrative and clerical support to the Vice Provost for Faculty Affairs:

• Manages Vice Provost calendar. Acts as point of contact for scheduling Vice Provost

• Provides meeting support by scheduling meetings, reserving meeting rooms or setting up Zoom/conference calls, preparing agendas, communicating with attendees, attending and taking notes, and providing follow up administrative support

• Provides administrative support by performing research to seek, gather and compiling requested data and information; preparing documents; drafting, preparing and sending communications (letters, memos, emails); maintains, creates and updates official files, documentation, lists and websites; creates forms; and general administrative support

• Provides support for Vice Provost's committees and advisory groups. Maintains lists and rosters, prepares documents, schedules meetings, and performs project work

• Manages the Vice Provost for Faculty Affairs email inbox, ensuring emails are routed to the appropriate Office of VPFA staff member for processing and responding to emails as appropriate

• Manages the GTA credentialing process

• Assist the Vice Provost for Faculty Affairs with Faculty Handbook updates, as needed

• Events and travel support:

• Provides administrative and scheduling support

• Provides logistical support and organizes details of events including use of technology

• Sends communications and invitations

• Sets up mechanisms/systems to manage RSVPs

• Provides day of and on-site event assistance

• Assists the Vice Provost for Faculty affairs with travel arrangements in Concur, as needed

• Financial, HR, and operational business activities:

• Reconciles payroll, ledgers and procurement cards

• Enters accounts payable for the VPFA account

• Works with the Director for Academic Personnel Services on issues or non-compliance

• Enters other operational entries in IRIS such as facilities requests

• Coordinates with Provost budget area and Assistant to the Provost on other employee set up items.

• Assists with entering position/personnel/new hire actions in IRIS, as needed

• Coordinates CUP and annual inventory processes for Office the VPFA.

• Provides assistance to faculty actions:

• Assists with faculty processes and actions which are managed directly by the Vice Provost for Faculty Affairs. This may include sending official communications to faculty through email or DocuSign; compiling and preparing official faculty documentation; answers general questions regarding those processes.

• Manages Provost Office faculty awards processes by drafting and sending communications to call for nominations, working to increase number of nominations, receiving and compiling nominations, organizing committees to review nominations, providing committee and admin support throughout the process.

• Supports the Vice Provost for Faculty Affairs with the following faculty review processes: EPPRs, PPPRs, and Governor's Chair reviews.

• Various projects:

• Provides administrative management on various projects in support of the Vice Provost and the VPFA Office, which includes faculty development projects such SEC-ALDP, the Leadership Program, and the Research Development Academy

Qualifications:

Required Level/Type of Experience:

• 3 years of experience in an administrative office environment.

Education:

• High School Diploma

• Bachelor's degree is preferred.

Preferred Level/Type of Experience:

• Previous experience in higher education, especially in administrative support at the department or college level is preferred.

Competencies/Qualifications:

• Excellent and effective oral and written communication skills to various audiences. A strong attention to detail. Excellent Microsoft Office skills (Outlook, Excel, Word, etc.). Ability to organize work, multi-task and manage deadlines, as well as maintain confidentiality and provide excellent customer service to campus community. Existing experience with IRIS, knowledge of VPFA platforms (Faculty APPR System, Elements, Interfolio), and familiarity with WordPress is preferred. Having completed the Certified Administrative Professional (CAP) certification is also preferred.