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Job Title:
Executive Assistant
Job Family:
Administrative Support
Full-Time/Part-Time:
Full time
Compensation Grade:
6H
Pay Type:
Hourly
Department:
Student Success
Job Summary:
To provide strategic support to and facilitate the work of the Associate Academic Dean and the Assistant Academic Dean.
Job Description:
Responsibilities:
Outreach and Communication

• Manage email and communications related to the Associate Academic Dean's office within and outside of the Academic Affairs Division which includes monitoring shared mailboxes.
• Gather information when inquiries come in from students, parents, faculty, or staff members.
• Direct students, parents, faculty, and staff to appropriate campus partners.

Scheduling, Calendar and Meeting Management

• Maintain calendars and schedules for the Associate and Assistant Academic Deans, which involves proactive reminders and consultation about upcoming meetings and the lead time required between meetings.
• Schedule meetings with multiple participants and send calendar invites and meeting agendas to participants. Ensure any necessary technology, food, etc. is ordered and available for meetings.

Process and Document Management

• Maintain confidential student records using Box, Success@Furman/Starfish, WorkDay, and email.
• Process requests such as Absence Request Notifications and Final Exam Changes. Gather appropriate information for each request, including pulling records, obtaining parent or other appropriate verification, notify students, professors, or appropriate parties, and record decisions.
• Assist or direct students in course registration or alterations such as late add/drop, late withdrawal, overload approval, or audit requests, and work with Enrollment Services to ensure the transactions are completed.
• Process Sponsored Event requests.
• Process athletic absence notifications. Work with the athletic department to obtain team travel schedules. Initiate student athlete absence letters via Success@Furman. Communicate via email regarding absences during exam periods or other important events throughout the year.
• Process academic discipline cases in Maxient and assist the Academic Discipline Committee Chair with the scheduling of hearings. Process the results of hearings and Academic Discipline Committee decisions. Produce and send sanction letters to students and record via Success@Furman. Manage the cases in Maxient, updating the status of each case as appropriate through the closure of the case.
• Process files for the Academic Appeals Committee meetings, maintain these files in Box and send communication to students regarding the committee's decision for their appeal.
• Coordinate readmission process for students wanting to return to Furman after academic or discipline suspension or other types of university withdrawals.
• Coordinate return process for students returning to enrollment following a leave of absence.
• Process leaves of absence and university withdrawals via WorkDay, and document via Box and Success@Furman.
• Apply Registration Holds to student accounts via WorkDay.
• Update procedure protocols as needed in Box for document storage.
• Support communication, tracking, and documentation for Academic Probation assessments and enrollment crosschecks each semester.
• Support communication, tracking, and documentation for graduation audit processes throughout the year.

Budget, Travel, and Financial Management

• Maintain monthly budgets and expenditure reconciliations for the Associate and Assistant Academic Deans, which may entail transferring funds from other budgets.

• Arrange travel authorizations, make travel arrangements (e.g., conference registration, travel and accommodations, etc.) and reconcile post-travel expense reports.
• Purchase office supplies and materials as needed.

Professional Development

• Attend professional development workshops, information sessions, and continued learning and educational opportunities to stay current on the tools, processes, procedures and resources, as needed and/or determined by supervisor.

Provide Support for the Associate Dean for Mentoring and Advising

• Maintain calendar and schedule for the Associate Dean for Mentoring and Advising which involves proactive reminders and consultation about upcoming meetings and the lead time required between meetings. Ensure any necessary technology, food, meal tickets etc. are ordered and available for meetings.
• Create monthly academic advising newsletter with input from offices across campus and the Associate and Assistant Deans.

• Maintain monthly budgets and expenditure reconciliations for the Associate Dean for Mentoring and Advising, which may entail transferring funds from other budgets.

• Arrange travel authorizations, make travel arrangements (e.g., conference registration, travel and accommodations, etc.) and reconcile post-travel expense reports.
• Purchase office supplies and materials as needed.

• Assist in processing reimbursements and stipends for participants in various initiatives (e.g., Pathways Program, Purposeful Pathways program, grant sponsored events, etc.)
• Process all advisor assignments in Workday, including activating new advisors, making initial advisor assignments, and all advisor changes throughout the year.
• Assist with logistics associated with training sessions, including printing and organization of materials, as well as room reservations, communications to participants, catering, processing stipends, and travel reimbursements for external facilitators.
• Process any compensation or prize payments associated with assessments.

Additional Expectations

• Complete performance review process with supervisors to understand job performance expectations and how they fit into the department and university goals.
• Performs other duties as assigned.

Relationships:
Regular contact with the Associate and Assistant Academic Deans and other departments to exchange factual information and explain rules, regulations and practices; and to plan, coordinate, solve problems, or present information related to mutual goals. Periodic contact with academic department assistants, faculty, staff, students, and other campus departments (e.g., University Communications, Admissions, Office of Institutional Research, Center for Engaged Learning, Division of Student Life).
Responsibility for Final Decisions:
Responsible for own work. May assist or instruct others doing similar work, including student workers. Work involves multiple procedures with interrelated processes and steps. Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures.
Reports To: Associate Academic Dean
Work is performed independently on routine work, non-routine issues or questions are referred to the supervisor.
Education/Skill Requirements:

• 3-5 years' experience in an office environment.
• Ability to communicate effectively with others.
• Experience in office software, including word processing and spreadsheets required; website and page layout experience is favorable. Prior experience with Workday is strongly preferred.
• Bachelor's Degree preferred.

Work Conditions:
Work is performed under usual office conditions.
Required Documents:
Resume and Cover Letter
Education Requirements:
Certification Requirements:
Job Posting End Date (if date is blank, posting is open ended):
To apply, visit https://furman.wd5.myworkdayjobs.com/en-US/Furman_Careers/job/Main-Campus/Executive-Assistant_R002570
Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.jeid-780ca1acf16c9549976da34e2e8255f7