Assistant to Sr. Vice Provost

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Position Information

Working Title Assistant to the Sr. Vice Provost

Department Undergraduate Academic Affairs

Compensation Title Assistant to the Sr. Vice Provost

Position Number

Position Status Regular

Work Schedule Monday-Friday 8:15-4:30

Hours per Week 37.5

Months per Year 12

Purpose of Position Assist the Sr. Vice Provost in confidential financial and administrative matters. Use initiative and critical thinking skills to prioritize items for Sr. Vice Provost’s attention and develop appropriate response for Sr. Vice Provost. Serves as the communication link for the office with other executive offices, the internal departments of the area, students, faculty, staff, and external constituencies for which a high level of public relations must be exhibited.

Supervise one secretary in management of Sr. Vice Provost’s calendar, screening and routing of incoming calls, visitors, and mail, efficiently manages office paperwork and response deadlines.

• Budget management, development, reporting and analysis using SAP for 10 departments/fund centers.
• Create budget transfers, purchase requisitions, parked vendor invoices in SAP.
• Respond to questions regarding availability of funds and status of transactions.
• Maintain records system to enable efficient retrieval of information and financial monitoring.
• Respond to questions on behalf of the Sr. Vice Provost. Request, collect, and distribute information. Manage efficient flow of paperwork through the office.
• Process approved purchases for Office of the Sr. Vice Provost, grade changes, requests for advanced placement exams, permission to take courses through Consortium, key requests, and other items. Initiate and/or process PAR’s; enter time sheets and absence data to SAP.
• Provide assistance in the administration of faculty Phased Retirement Program, faculty excellence awards, and student research grant program.
• Manage intake of student requests for waivers, late withdrawals, academic appeals, etc., and collect appropriate background materials and documentation to prepare for Sr. Vice Provost’s review.
• Prepare agendas, collect necessary materials, attend meetings, take and distribute minutes for committees.
• Receptionist duties include directing visitors and telephone calls to appropriate personnel in the office. Taking phone messages.
• Maintain an accurate calendar for the Sr. Vice Provost, which includes arranging appointments, meetings and scheduling meeting rooms.
• Typing routine memos, mailing labels, envelopes, preparing various forms, purchase requisitions, PAR’s, travel vouchers, order forms, copy center requests.
• Maintain inventory of office equipment and supplies, recommending supplies required and once approved, placing orders.

Associate’s degree plus 2 years of responsible secretarial/administrative assistant experience or an equivalent combination of education and experience will be considered. Bachelor’s preferred. High comfort level with budgeting and SAP. Excellent oral and written communication skills; strong work ethic, proficient with word processing, spreadsheets and other software; highly organized; good attention to detail; team player; positive attitude; ability to work in a busy, fast-paced environment.

Any candidate chosen for this position will be required to undergo a pre-employment criminal background check as mandated by state law. Review of applications will begin Dec. 3rd.

Required fields are indicated with an asterisk (*).

• * Why are you interested in this position?

  (Open Ended Question)

• * What is the highest level of education attained?
  • GED
  • High School Diploma
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • PHD

Required Documents

• Resume
• Cover Letter/Letter of Application
• References

Optional Documents

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