Full Time Administrative Associate University Partnership

Reporting to the Associate Provost, the Administrative Associate works in concert with the Associate Provost to ensure the effectiveness and efficiency of the unit. The incumbent performs multiple administrative and office tasks to support the administrative functions of the assigned area and/or its projects. Develops office procedures and guidelines in collaboration with the Associate Provost to meet internal and external requirements and expectations. Creates and maintains effective communication and scheduling of activities for the Associate Provost in the assigned area. Serves as key liaison for the Associate Provost among students, faculty, staff, other college units, and individuals or organizations within the community. The Associate Provost may delegate task project oversight and/or personnel supervision of other support staff, part time support staff and student employees.

Primary duties are generally limited to the type and function of the assigned office area and its projects. Typical duties include, but are not limited to the following:

• Interacts frequently with other offices or organizations requiring knowledge of college organization and procedures.

• Assists in the development of procedures and guidelines for the assigned area's projects.

• Regularly communicates and interacts with all levels of faculty, staff, other organizational units, and external individuals or organizations.

• Maintains a broad knowledge base regarding matters that relate to or require the attention of the Associate Provost.

• Assists as a liaison for the Associate Provost with students, faculty, college units, administration, and members of the community providing support as needed and facilitating the accurate flow of information.

• Provides efficient communication conducted between the Associate Provost, other areas of the campus community and with individuals or organizations outside of the college.

• Provides leadership for unit's regular, special and ongoing projects. Initiates contacts with internal and external clients, project personnel, and administrators regarding matters of mutual interest.

• Composes correspondence, reports, articles, and other documents using own knowledge of the subject. Generates appropriate documentation including but not limited to contracts, special service agreements and appropriate pay adjustments in consultation with the Associate Provost. Provides oversight for the security and confidentiality of communications, records and files.

• Oversees the establishment and maintenance of office files; records proceedings of meetings and maintains schedules as necessary.

• Uses administrative and office production software to produce college records or records required by outside organizations related to a specific project/ program. Uses technology to develop presentations, brochures, documents, correspondence and other information and materials as required for the unit's projects, programs and services.

• Coordinates, organizes and implements delivery of seminars, workshops and course offerings or special activities related to specific projects/ programs. When necessary coordinates and handles details for meetings, including travel accommodations and itineraries for ALT Member or supervisor.

• Creates, organizes and disseminates office information. Reviews mailed correspondence regarding associated projects. Answers telephone calls and responds to calls related to assigned projects and programs.

• May assist in coordinating, facilitating, or providing leadership within the unit as assigned.

• Follows through on all assignments as required to fulfill expectations/ goals of projects.

• Represents the Associate Provost at meetings for communication purposes.

• Supervises assigned student workers.

• Assists in the preparation of budget documents. Maintains financial information as necessary and associated with the projects / programs.

• Assists in employee orientation and training. May provide input to the performance appraisal process for assigned staff.

• Assists in the orientation of faculty or others outside the campus to college processes.

• Provides consultation and support to Associate Provost and other administrative staff as assigned.

• Participates in the planning process of appropriate organizational unit.

University Partnership Specific Duties:

• Processes unofficial transcripts for UP advisor requests using PeopleSoft. Records FERPA Transcript Release forms and maintains the database.

• Requests official transcripts from LCCC Records Office each semester for UP partners, verifying FERPA releases are on file.

• Collects class schedules each semester from UP partners, creates a comprehensive UP Course Schedule, and disseminates the information on campus and online as needed.

• Reserves classrooms in 25Live for in-person and hybrid classes.

• Collects partner data each semester, including current UP student enrollment information, course enrollment numbers/revenue share data, and UP graduate information, and disseminates the information, as needed.

• Liaison for UP faculty and advisors.

• Assists with updating UP Program Sheets and other marketing materials, as needed.

• Assists with tracking UP advisors' on-campus dates each month and posts on webpage and on campus as needed.

• Assists with creating a PowerPoint playlist of UP classes/information each semester and uploading to the Yodeck software for display on TV monitors in the UC building.

• Assists Transfer Coordinator with UP Fair and other events as requested.

• Update UP tuition rate sheet with information provided from partners.

• Reviews and updates the UP website with information provided.

• Provides a proctor for partner quizzes and exams for web conference classes as requested. Maintains schedule through shared calendars with office staff to assure coverage.

• Completes work orders for the building.

• Requests parking permits and keys for new UP advisors and faculty, and maintains those records with Campus Security and Physical Plant.

• Posts staff and student worker positions using Oracle Cloud software.

• Hires and supervises student workers.

• Prepares purchase requisitions for UP supplies as needed.