Administrative Assistant

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.

Duties and Responsibilities:

• 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.

Typical Qualifications:

• 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).

Salary : $2,037,011