Coordinate the academic and administrative functions of the Office of Academic Affairs and provide administrative support for the Associate Provost.
- Coordinates faculty load information for the College of Arts and Sciences. Collects information, enters into institutional database, verifies accuracy, and inputs changes as requested. Identifies and resolves faculty load issues with department chairs and divisional deans. Verifies loads and requests payment for adjunct faculty and overloads for full-time faculty. Communicates salary allocation updates to the Business Office. Monitors and tracks the cycle for professional development releases, tenure, reappointment, and promotion.
- Accurately generates contracts for 180+ full-time faculty and 100+ adjunct faculty. Communicates and coordinates necessary matters with Student Life. Completes CAS external reports and coordinates external reporting for CAS, CAPS/GS and Seminary. Provides data and compiles reports for other senior administrators and the Business Office, as requested.
- Compiles and verifies the budget worksheets for Academic Affairs (approx. $20 million). Manages salary data that is entered in worksheets. Verifies and enters data from all academic departments and programs; collaborates with Associate Provost to monitor the development of budget to meet deadlines.
- Provides daily support for Associate Provost; prepares correspondence, prepares materials for the Board of Trustees. Updates faculty calendar related documents (e.g. Important Dates for Faculty and Department Chair Schedule).
- Coordinates the overall flow of work for the Academic Affairs Coordinators and manages the physical space, furnishings, and equipment in consultation with the office staff. Supervises Academic Affairs Administrative Assistant.
- Excellent knowledge of Microsoft Office Suite; demonstrated ability to learn and master new software.
- Skilled in the use of database programs, working knowledge of the Banner system is highly recommended.
- Accurate in managing records. Ability to work independently; ability to manage a number of complex responsibilities in a timely way.
- Communicate clearly in writing and verbally. Ability to deal with highly confidential and sensitive information. Detail oriented. Able to work in highly collaborative manner.
- Ability to assess multiple factors and determine best solution and/or course of action. Ability to demonstrate patience in stressful situations.
2+ years administrative assistant experience with complex set of responsibilities.
Associate’s Degree or equivalent required; Bachelor’s Degree Preferred
This is a 40 hours per week, 12 months per year job.
Position collaborates with Conference and Event Services to follow the academic event model process for departmental events.