Administrative Assistant

NOTE:

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Job Title Administrative Assistant

The Administrative Assistant is responsible for managing a variety of administrative, event, and operational functions. Key duties include coordinating, planning, and staffing major academic events such as Commencement and Robing & Hooding Ceremonies, managing front desk office operations including greeting guests, answering phones, and monitoring office email accounts, supporting the Associate Provosts through calendar management, maintenance and organization of confidential faculty records, and accreditation support, and serving as a collaborative office teammate in support of the Office of the Provost financial operations and faculty staffing responsibilities.

This is a full-time, in-person position, reporting to the provost. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with some after-hours work required during events.

• Coordinate, manage, and execute the university academic-related events including but not limited to:
  Commencement ceremonies, Robing and Hooding ceremonies, Grad Kickoff, Awards Day, University College Day, Board of Trustees’ Academic Affairs and Student Life Committee, as well as coordinate faculty meetings, orientations, seminars, luncheons sponsored through the Office of the Provost.
  This includes collaborating with other university faculty and staff, reserving venues, assisting in managing contracts, obtaining supplies, gathering volunteers, sending facilities requests, etc. This is a collaborative effort with the Assistant to the Provost and the Work Study Student Assistant. Daily 30%
• Serve as receptionist for the Office of the Provost. This includes the following: opening the office at or before 8:00 am, answering telephone lines correctly ascertaining the nature of calls, taking accurate messages, checking office voicemail regularly, and routing calls in a professional manner. It also includes greeting visitors, providing information and referrals, and adhering to and communicating university policies. Lastly, it includes overseeing office maintenance and organization, inventory, mail pickup, and working collaboratively with the student worker(s).
  
  Daily 20%
• Daily monitoring of the Office of the Provost and Texas Wesleyan Commencement email accounts. Daily 10%
• Maintain appointment calendars, schedule meetings, and reserve meeting venues for Associate Provosts as requested. Daily 10%
• In collaboration with the Assistant to the Provost assist with making travel arrangements, reviewing expense reimbursements, preparing data for reports and presentations, as well as monitoring and providing assistance with the division’s budget as requested – including: tracking and overseeing Bass/McCann/AM Pate awards and charges, credit card purchases/statements, requisitions/purchase orders, invoices & vendor payments, order supplies & services, and tracking stipends.
  
  Daily 10%
• Verify and maintain faculty credentials and files. Collaborate with Human Resources on faculty workforce planning, onboarding, credentialing, and orientation of new faculty.
  In collaboration with the Assistant to the Provost work with the provosts, deans, and faculty in creating, generating, and managing all faculty decision correspondence and implementation including: appointment, reappointment, tenure, promotion, faculty development and sabbaticals. Monthly 10%
• Provide The Commission Accreditation support including outcomes assessment support.…