Under the direction of the Provost and Vice President for Academic Affairs and the Manager of Academic Affairs, the incumbent performs a wide variety of complex administrative and support duties requiring considerable independence and discretion. The incumbent serves as a liaison to internal and external constituents for the Office of Academic Affairs, controls the release of sensitive information, and exercises initiative and sound judgment in performance of assigned duties.

Administrative Support

• Manages the Provost’s calendar, including making appointments and prioritizing the most sensitive matters. E
• Maintains other various calendars; arranges and schedules a variety of meetings and appointments; takes minutes as assigned and provides detailed notes of staff and committee meetings. E
• Performs and handles a variety of administrative office details, such as travel coordination and itineraries, office supplies, equipment purchases, equipment repair, and personnel document preparation. E
• Assists and serves as a liaison with, Board of Regents, Faculty Community Committee, and other Academic Affairs committees as required. E
• Receives and screens visitors and telephone calls, responds to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities; takes messages or refers the caller to appropriate staff; creates, coordinates and manages communications to internal and external stakeholders. E
• Assists with special event planning, projects, and activities including Commencement, staff and faculty retreats, Convocations, Emeriti events, and Board of Regents committee meetings; coordinates annual Honors Convocation. E
• Assists with annual Faculty searches, and periodic Dean and VP searches involving the Provost. E
• Maintains faculty lists (Roster, Committee List, etc.); assists with maintaining all full-time faculty and adjunct faculty records. E
• Keeps the Provost and the Manager of Academic Affairs apprised of office activities, approaching deadlines, status of pending operational documents and other requested information. E Provides work guidance/direction and schedules the work activities of student workers and reviews work for accuracy. E
• Ensures data accuracy; conducts special studies, examines processes and recommends procedural, process, practices, and other changes to achieve greater productivity and/or to comply with departmental requirements. E

Budget

• Collects and compiles statistical and financial data for inclusion in special and periodic reports; prepares reports as necessary; researches information and establishes appropriate formats. E
• Performs basic mathematical and statistical calculations. E
• Tracks various Academic Affairs Division budgets. Reconciles university credit card(s). E
• Assists with the office budget and supporting data; maintains controls on expenditure accounts and recommends or initiates adjustments in accounts. E
• Assists the Manager of Academic Affairs and Budget Analyst in monitoring the Academic Affairs Division budgets. E
• Prepares and initiates budget requisitions, transfers, and reimbursements. E

Communication

• Prepares and distributes Faculty Announcements email weekly. E
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf. E
• Coordinates communications between the Provost, senior management, board members, programs and operating units, and various groups such as other University staff, students and community groups, and responds to questions requiring judgment, knowledge and interpretation of policies. E
• Prepares all student Academic Standing notifications. Tracks student academic issues including reports of Academic Dishonesty and petitions to the Provost. E
• Coordinates annual faculty accomplishments publication. E
• Maintains the Academic Affairs Website; maintains Academic Affairs Organization Charts and updates as necessary. E
• Composes drafts and a broad range of documents from notes, brief instructions, or materials. E
• Creates, develops, maintains, and updates specialized and custom forms, databases, logs, files, records, and reports, including confidential files while controlling the release of sensitive information. E
• Performs other administrative duties as required to support the mission and function of the department/division. E
• Evening and weekend work infrequently required. E

E= Essential Duties

Qualifications:

Any combination equivalent to: A Bachelor’s degree from a recognized college or university and three years of responsible administrative support experience of increasing variety, complexity, and responsibility.