Administrative Assistant

Salary: $23.70 Hourly

Location:

UCMO - Warrensburg, MO

Job Number: 999549

Division:
Academic Programs & Graduate Studies

Category:
Administrative Assistant / Clerical & Data Entry

Examples of Duties Serve as administrative assistant to the Vice Provost for Academic Programs and Dean of Graduate Studies. (30%)

Serves as a primary resource to the Vice Provost with regard to protocol, methodology, and history of academic affairs. Maintain the Vice Provost's calendar to ensure that the needs of faculty, staff, students, and other customers are met in a timely and professional manner. Execute discretion to meet political demands and professionally represent the Vice Provost. Schedule routine and requested appointments with the Vice Provost.

Gather and proactively provide the Vice Provost with relative information prior to meetings. Serve as resource/referral person in the Vice-Provost's absence. Complete registrations, travel arrangements, paperwork, etc. for conferences and meetings attended by the Vice Provost. Read and prioritize incoming correspondence. Research and/or obtain additional information related to correspondence. Respond or refer inquiries/correspondence to the appropriate administrator/department for resolution. Refer complex and/or confidential issues to the Vice provost.

Create and maintain computerized and manual files. Arrange and coordinate departmental and university level meetings, receptions, luncheons, and special events. Complete ongoing, annual, and/or special projects for the university, and/or associations and organizations that the Vice Provost participates in or as assigned by the Vice Provost. Monitor and contribute to meeting annual and/or special projects deadlines, and ensure the Vice Provost is aware of project progress and/or impending deadlines in a timely manner.

Website Editor for the Academic Programs Department.

Liaison to the Provost office, Academic Affairs administrators, University Committee Chairs, faculty, staff, students, and other internal and external constituents. (5%)

Serve as liaison between the Vice Provost and other vice provosts, department chairs/deans by conveying tasks for completion from the Vice Provost. Items include but are not limited to annual reports, articulation, accreditation, curriculum, catalog, and assessment. Monitor and report progress to the Vice Provost to ensure administrative requirements are met. Serve as the primary point-of-contact for faculty, staff, students, and other constituents for issues regarding Academic Programs and the applicable departments and centers.

Hear customer complaints regarding academic-related issues; assess the situation and advise customers of applicable University policies and procedures related to their concerns;
Investigate related details, as necessary, resolve issues and/or refer complainants to the appropriate department. Create and/or distribute correspondence, including reports, memos, letters, meeting minutes, etc. Ensure the confidentiality of documents, as necessary. Serve on the Academic Calendar Committee, prepare and submit the information to the BOG, and update the BOG-approved Academic Calendar dates on the web. Provide administrative assistance to the chairs of the following university committees: APRC, Academic Calendar, Course Fees, and FSUCC.

Solicit requests for new and/or revised course fees and work with the course fees committee, director of student financial services and registrar's system coordinator to have fees approved and processed for inclusion into Banner for the catalog and accounting services. Collect and organize information related to curriculum to be entered into the catalogs. Collect, organize and distribute program review and other materials for the Academic Program Review Committee.

Also has the role of mentoring and serving as a primary resource to the committee chair with regard to protocol, methodology and history. Process student requests for:
Individualized/General Studies Majors/Minors;
Application for Evaluation of Official Certifications, Licenses, Diplomas, Prior Learning, and Work Experience for College Credit;
Articulation of Military Credit;
Undergraduate Academic Renewals; and maintain records and resulting paperwork. Manage the Faculty Awards Committee process: announce nominations process; develop a timeline for the committee chair and this position; plan, organize, and host the Byler Award reception in the spring; process NINS payments in FLAC for the Byler winner and Governor's of Excellence winner. Manage the First‑Year Student Convocation process: script, program, event logistics, platform party, faculty participants, and volunteers.

Liaison

between the University Academic Affairs Division and legislative bodies, to include: UCM's Board of Governors (BOG), Missouri Department of Higher Education and Workforce Development (MDHEWD), the Coordinating Board for Higher Education (CBHE), and the Higher Learning Commission (HLC). (10%)

Identify and prepare…