What are the responsibilities and job description for the Administrative Assistant - Professional Learning Services position at Ashland University?
Job Description
This full-time position is under the supervision of, and reports to, the Executive Director of Professional Learning Services (PLS) on the main campus of Ashland University. The Administrative Assistant provides executive services to support PLS in all six centers.
- Completes administrative office and clerical work including serving as a resource person to inform interested individuals about PLS.
- Acts as liaison between all professional learning locations and main campus departments, such as the Registrar, the Business Office, Graduate Admissions, and IT. Communicating, by phone or email, any needs or requests the other professional learning locations may have, and performing any needed follow up.
- Create, monitor, update all forms used in PLS functions such as: registration forms, adjunct applications and proposal forms. Ordering and distributing for all PLS locations.
- Maintain and update the PLS webpage.
- Collect all check requests and supplemental pay requests from all PLS locations. Organize and submit for review and signatures, ultimately submitting to the business office for payment. Research and obtain any missing or requested information, for the business office, from the other locations. Maintain the payments Google file shared with all PLS staff.
- Serve as the main point of contact for all of PLS, monitoring the general PLS email address and phone number.
- Run and share weekly reports with other PLS administrative assistants. Report access is limited to this position.
- In certain circumstances, register and delete students for other PLS locations. Access to those Colleague screens is limited to this position.
- When requested, post grades for other PLS locations and adjuncts. Access to those Colleague screens is limited to this position.
- Collect and processes all adjunct applications. Organizing all necessary documents, and tracking down any missing paperwork. Add or update adjunct’s record in Colleague. Share requested documents with HR and the Registrar’s office. Update adjunct spreadsheet, and Google files, shared with all PLS locations. Send welcome letter and additional information to all new adjuncts. Monitor and purge records, as needed, based on retention rules.
- Lead administrative assistant staff meetings. Create agenda, chair meeting, and record minutes. Perform and report follow up.
- Collect service provider agreements from all PLS locations. Route for needed signatures. Maintain google database with all signed agreements.
- Represent PLS at meetings with other main campus departments.
- Organize yearly Advisory Council meeting. Schedule rooms, plan and order the menu, order gift bags, reserve hotel rooms for guests, communicate information to participants. Distribute survey to participants after the meeting and collect and organize results.
- Order and maintain marketing supplies and brochures.
- Coordinate and communicate with all online providers.
- Coordinate the twice yearly Stock Market Challenge. Track registrations, invoice participants and process payments. Order and distribute prizes.
- Assigns and maintains class numbering system and database.
- Enters registrations into computer system
- Prepares and forwards agreement forms to school districts and vendors.
- Processes credit/debit card and check payments.
- Balances payment records and forwards to Business Office.
- Maintains files on grade sheets, syllabi, and contracts.
- Creates and updates the class schedule on the web page.
- Updates and maintains the web page information.
- Responds daily to e-mail communications.
- Prepares reports under the direction of the Executive Director.
- Demonstrates necessary human relations skills in order to maintain a friendly, helpful atmosphere working with instructors, students, and school district personnel.
- Maintains current and accurate records digital and paper.
- Maintains sufficient office supplies/forms for PLS.
- Prepares regular mailings to superintendents, curriculum directors, adjuncts, and others for PLS via US Mail and e-mail.
- Processes check requests and supplement contracts for PLS.
- Performs other duties requested by the Director.
Required Qualifications
- Associate’s degree required.
- Minimum of three (3) years relevant administrative support or managerial experience, preferably at the executive level.
- Excellent organizational, problem solving, planning and decision making skills required.
- Proficient with office computer applications including Windows, Microsoft Office, Google platform (Gmail, Calendar, Docs, Drive, etc.).
- Knowledge of data entry on a multi-user system (AU will provide training on Drupal and institution SIS system)..
- Must possess excellent verbal and written communication skills.
- Excellent interpersonal skills.
- ACH debits and willingness to be trained.
- Ability to work indoors in moderately stressful environment.
- Requires ability to adapt to changes in work load.
- Possess strong personal and human relations skills.
- Ability to effectively work with others.
- Exhibits exceptional planning and organization skills.
- Applicant must be currently authorized to work in the United States. Ashland University will not sponsor or take over sponsorship for an employment visa.
Preferred Qualifications
- Bachelor’s degree preferred.
- Experience in a higher education setting preferred.
Physical Demands
Anticipated Start Date of New Hire
07/20/2026
Anticipated Number of Hours Working per Week
40
Shift Required?
First
Job Duties
Posting Detail Information
Posting Number
S1112P
Number of Vacancies
1
Desired Start Date
07/20/2026
Job Open Date
07/02/2026
Job Close Date
Open Until Filled
Yes
Special Instructions to Applicants
Benefits:
Maternity & Paternity Leave, Health Insurance