Administrative Assistant

Overview

Administrative and liaison role supporting the Vice Provost for Academic Programs and Dean of Graduate Studies, Faculty Senate, and University Curriculum processes; responsible for budget monitoring, records management, staff supervision, and administration of Academic Programs operations.

• Serve as administrative assistant to the Vice Provost for Academic Programs and Dean of Graduate Studies.

• Liaison between the University Academic Affairs Division and legislative bodies, to include:
  Academic Affairs administrators, University Committee Chairs, faculty, staff, students, and other internal and external constituents. 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).

• Serve as administrative assistant for Faculty Senate.

• Serve as University Curriculum Administrator; coordinate, administer, create, and submit new academic program proposals, curricular revisions and reviews, and internal program reviews.

• Submit and monitor university educational affiliation and vendor contracts in the university’s Total Contract Management system (TCM) for the Vice Provost for Academic Programs and Dean of Graduate Studies and all of its direct reporting affiliates.

• Monitor and maintain the operating budgets for Academic Programs and Dean of Graduate Studies and its direct reporting affiliates.

• Develop, process, and maintain records for faculty load and compensation, and ensure the accuracy of UNIV classes.

• Supervise Academic Programs and Dean of Graduate Studies operations and student workers, and determine best practices for the office, place work orders on office structures/fixtures and equipment, and ensure availability of supplies.

• 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/or special projects for the university, and/or associations and organizations that the Vice Provost participates in or as assigned by the Vice Provost.

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…