Administrative Assistant

Provides ongoing administrative support to all areas of Academic Affairs such as; the Office of Academic Affairs, the Academic Colleges, and Educational Design and Effectiveness.

Manages information on Share Point. Maintains strict confidentiality of student, faculty and staff information and files. Serves as a resource for faculty. Maintains accurate files; schedules appointments and makes travel arrangements when needed; provides accurate and timely information to callers and visitors; and otherwise relieves officials of administrative detail by performing the following duties:

generally include the following. Other related duties may be assigned.

• Maintains shared calendars for the Academic Affairs Leadership.
• Maintains strict confidentiality of student, faculty, and staff information and files.
• Composes, edits, and mails routine correspondence. Files correspondence and other records, and maintains files and records for all areas of Academic Affairs. Upon request, records minutes of meetings.
• Maintains professionalism in all aspects of the job. Greets visitors and callers cordially, ascertains nature of business and connects visitors to appropriate person. Collects information from faculty, staff and students to reply to an inquiry.
• Processes Purchase Requisition s for payment or reimbursement. Monitors and orders office supplies. Maintains a detailed account of budgetary expenditures.
• Compiles and types statistical reports as requested.
• Assists with event planning for Academic Affairs events including conferences, symposia, and similar events, (including required engagement at Honor Society Induction ceremonies, Graduation, and Honor’s Convocation).
• May arrange travel schedules, reservations, business meetings, and conferences.
• Prepares all adjunct faculty contracts and full-time faculty overload contracts. including teaching, clinical nursing and health professions labs, dissertation advisement, student teaching supervision, secondary education content audit, credit by exam, and PLA assessment.
• Works with Program Directors and Registrar’s office to ensure all courses are assigned and faculty meet their load requirements. Monitors courses with low enrollment and coordinate with Academic Advising, Program Directors, and Deans to ensure such courses are reviewed and confirmed.
• Submits completed contracts to Payroll and maintains list of contracts paid on each pay date, working with Payroll to address any faculty pay questions or concerns.
• Tracks faculty dates of service and credentials in order to ensure proper pay increases.
• Facilitates the hiring of new faculty by ensuring the collection and processing of required paperwork, coordinating between the hiring managers and HR.
• Maintains electronic copies of all course syllabi.
• Serves as primary point of contact with Provost office regarding faculty contracts and records. Maintains electronic faculty records including resumes, contract, evaluations and professional development.
• Prepares course evaluations for distribution and adds completed evaluations to faculty files.
• Provides general assistance to Deans and program directors with regard to faculty communication.
• Serves as resource for adjunct faculty regarding general questions and University policy.
• Must be proficient in Share Point, Outlook, Excel, and Word and demonstrate competency with systems for Colleague, Campus Labs, ADP, Concur and, Adobe Acrobat Pro.

May supervise students and other temporary or part-time employees in the department. Carries out supervisory responsibilities in accordance with the University’s policies and applicable laws. Responsibilities include training, planning, assigning, and directed work; addressing complaints and resolving problems.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Associate's degree (bachelor…