Administrative Assistant

Administrative Assistant

City of San Marino

• Serve as administrative assistant to the Vice Provost for Academic Programs and Dean of Graduate Studies, handling calendar, correspondence, travel arrangements, and providing support for meetings and events.
• Act as liaison between the University Academic Affairs Division and legislative bodies, including the Board of Governors, Missouri Department of Higher Education and Workforce Development, Coordinating Board for Higher Education, and the Higher Learning Commission.
• Provide administrative support to Faculty Senate, including calendar management, committee lists, website maintenance, and meeting logistics.
• Coordinate and administer university curriculum proposals, revisions, and reviews; maintain program records and support committees such as Academic Calendar and Course Fees.
• Submit and monitor educational affiliation and vendor contracts in the Total Contract Management system (TCM) for the Vice Provost and affiliated units.
• Monitor and maintain operating budgets for Academic Programs and Dean of Graduate Studies and its direct reporting affiliates.
• Process records for faculty load, compensation, and ensure accuracy of university classes.
• Supervise operations and student workers, determine best practices, manage office supplies, and place work orders.
• Arrange and coordinate departmental and university-level meetings, receptions, luncheons, and special events.
• Create, implement, and manage the university’s APGS Van fleet guidelines, reservation system, and maintenance.
• Complete annual and special projects assigned by the Vice Provost or university associations.

• Associate’s degree in any field required; equivalencies based on years of experience.
• Minimum five (5) years of advanced administrative assistant experience assisting a high-level administrator (e.g., president, vice president, dean, department chair, or director). Five years experienced preferred.
• Minimum two (2) years of budget operations, financial analysis, or accounting experience required. Two years preferred.
• Experience working in a university or college environment preferred.

• Supervises employees of a work unit, plans, staffs, evaluates, and directs work.
• Student Employees, including Graduate Assistants – 5;
  Temporary and/or seasonal employees – 2.

• Sign‑off authority of up to $5,000.
• Monitors budget for academic programs and related units.

Physical Requirement:
Lift 30 lbs.

• Competitive salary; health, dental, vision, life insurance, AD & D, long‑term disability.
• 3 weeks paid vacation per year; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement.
• Generous education assistance for an employee, spouse, and dependent children taking classes at UCM.
• Voluntary Tax‑Sheltered Annuity (TSA) programs (403(b) and 457(b)).
• Employees can earn up to full tuition (15 credit hours) for themselves per academic year; up to $175 towards non‑credit courses each fiscal year; up to full tuition for dependents.
• Comprehensive medical, dental, and vision plans; basic dental and vision insurance paid at 100% by the university.
• Health and Dependent Flexible Spending Accounts.
• University‑paid basic life insurance and short‑term and long‑term disability insurance coverage.
• Generous leave accruals beginning accruing on start date, plus 14 paid holidays per year.
• Access to UCM Childcare Center, Student Recreation and Wellness Center, Employee Assistance Program, and Employee Discount Program.

• How many years of professional advance administrative assistant experience do you have?
• Do you have an Associate's Degree?
• Do you have any Budget experience?

The University of Central Missouri is an Equal Opportunity Employer.

NOTE:

A background check is required for the selected candidate of all staff, faculty, adjunct, and temporary positions and any job offer is contingent on the results of this check. Student employees and graduate assistants do not require a background check to be conducted prior to employment.