Administrative Assistant - Professional Learning Services

Administrative Assistant
- Professional Learning Services

Position Title Administrative Assistant
- Professional Learning Services

This full-time position is under the supervision of, and reports to, the Executive Director of Professional Learning Services (PLS) on the main campus of Ashland University. The Administrative Assistant provides executive services to support PLS in all six centers.

• Completes administrative office and clerical work including serving as a resource person to inform interested individuals about PLS.
• Acts as liaison between all professional learning locations and main campus departments, such as the Registrar, the Business Office, Graduate Admissions, and IT. Communicating, by phone or email, any needs or requests the other professional learning locations may have, and performing any needed follow up.
• Create, monitor, update all forms used in PLS functions such as: registration forms, adjunct applications and proposal forms. Ordering and distributing for all PLS locations.
• Maintain and update the PLS webpage.
• Collect all check requests and supplemental pay requests from all PLS locations. Organize and submit for review and signatures, ultimately submitting to the business office for payment. Research and obtain any missing or requested information, for the business office, from the other locations. Maintain the payments Google file shared with all PLS staff.
• Serve as the main point of contact for all of PLS , monitoring the general PLS email address and phone number.
• Run and share weekly reports with other PLS administrative assistants. Report access is limited to this position.
• In certain circumstances, register and delete students for other PLS locations. Access to those Colleague screens is limited to this position.
• When requested, post grades for other PLS locations and adjuncts. Access to those Colleague screens is limited to this position.
• Collect and processes all adjunct applications. Organizing all necessary documents, and tracking down any missing paperwork. Add or update adjunct’s record in Colleague. Share requested documents with HR and the Registrar’s office. Update adjunct spreadsheet, and Google files, shared with all PLS locations. Send welcome letter and additional information to all new adjuncts. Monitor and purge records, as needed, based on retention rules.
• Lead administrative assistant staff meetings. Create agenda, chair meeting, and record minutes. Perform and report follow up.
• Collect service provider agreements from all PLS locations. Route for needed signatures. Maintain google database with all signed agreements.
• Represent PLS at meetings with other main campus departments.
• Organize yearly Advisory Council meeting. Schedule rooms, plan and order the menu, order gift bags, reserve hotel rooms for guests, communicate information to participants. Distribute survey to participants after the meeting and collect and organize results.
• Order and maintain marketing supplies and brochures.
• Coordinate and communicate with all online providers.
• Coordinate the twice yearly Stock Market Challenge. Track registrations, invoice participants and process payments. Order and distribute prizes.
• Assigns and maintains class numbering system and database.
• Enters registrations into computer system
• Prepares and forwards agreement forms to school districts and vendors.
• Processes credit/debit card and check payments.
• Balances payment records and forwards to Business Office.
• Maintains files on grade sheets, syllabi, and contracts.
• Creates and updates the class schedule on the web page.
• Updates and maintains the web page information.
• Responds daily to e-mail communications.
• Prepares reports under the direction of the Executive Director.
• Demonstrates necessary human relations skills in order to maintain a friendly, helpful atmosphere working with instructors, students, and school district personnel.
• Maintains current and accurate records digital and paper.
• Maintains sufficient office supplies/forms for PLS.
• Prepares regular mailings to superintendents, curriculum directors, adjuncts, and others for PLS via US Mail and e-mail.
• Processes check requests and supplement contracts for PLS .
• Per…