Administrative Assistant III

The Administrative Assistant to the Academic Dean coordinates all meetings with the Academic Dean (including all committees chaired by the Academic Dean), sends official communications to faculty and students on behalf of the Academic Dean, archives and maintains important records and documentation vital to academic operations, and assists the Academic Dean with other responsibilities related to various reporting processes.

DUTIES AND RESPONSIBILITIES (other duties may be assigned):

● Assist with all official correspondence and reporting processes.
● Coordinate and schedule meetings for the Academic Dean.
● Serve as recording secretary for all on campus faculty and committee meetings chaired by the Academic Dean; print faculty meeting agendas, take meeting minutes, and assist with follow up on action items.
● Maintain and update on campus faculty files, including prospective on campus faculty.
● Maintain online archives of official correspondence, policies/procedures, publications (calendars, catalogs, and handbooks), and other vital documentation.
● Generate and update spreadsheets for on campus faculty payroll.

Coordinate and Communicate:

● Create and send official memos as needed to students.
● Academic achievement awards and academic probation/suspension letters (generate, print, and distribute/mail).
● Faculty course invitations and documentation deadline reminders.
● Faculty In-Service (August and January) and Assessment Week (May).
● Housing for commuting faculty.
● Faculty qualifications review process for faculty prospects.
● Faculty requests for teaching and grading assistants.

Archive and Maintain Records:

● Official correspondence, policies/procedures, and other vital documentation (as needed).
● Meeting agendas & minutes for all faculty meetings and committee meetings chaired by the Academic Dean (as needed).
● Faculty and prospective faculty files, including updated curriculum vitaes (yearly) and official transcripts/faculty qualification checklists (as needed).
● Course syllabi and course assessment reports (semesterly).
● Mid-Term Report on At-Risk and Failing Students (semesterly).
● Teaching/grading assistant agreements (semesterly).
● Spreadsheets for faculty payroll (semesterly).

Assist With:

● Certification, accreditation, and academic assessment reporting processes.
● Budget and strategic plan development.
● Researching new academic policies and procedures.
● Following up on action items from all faculty and committee meetings.
● Updating academic publications (e.g., calendar, Catalog, Faculty Handbook).

● Planning/organizational skills.
● Interpersonal/human relations skills.
● Ability to maintain confidentiality.
● Must be able to complete and maintain FERPA certificate.
● Completed bachelor’s degree preferred.

Salary : $16 - $24