Job Title: Administrative Assistant - Vice Provost & Dean of Academic Services & Information Technology
Classification: C5
Department: Academic Services & Information Technology
Updated: January 2019

Job Summary

Acts as a general assistant to a Dean or Appointing Officer and the Associate Director of Administrative operations, performing non-routine office functions which substantially contribute to the units or divisions objectives.

Essential Functions:

• Assist Dean, Appointing Officer or Associate Director in carrying out the office operation responsibilities.
• Responsible for specific projects conducted by the unit which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project.
• Performs administrative work of a confidential nature for the Dean, Appointing Officer, or Associate Director.
• Responsible for scheduling appointments which may include the Dean, Appointing Officer, Associate Director’s calendar, academic scheduling, divisional events and special events.
• Understand and participate in enrollment and retention goals.
• Acts as a liaison to the University for Administrative Operations of the division.
• Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to the projected budgets.
• Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting and other support functions related to work area.
• Responsible for confidential employment hiring processes, including contracts and appointment letters.
• Process various university forms.
• Edits correspondence, reports and materials for publications and proposals.
• Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communications.
• Provides information to students and prospective students of a complex nature, as well as to outside agencies, visitors, etc.
• Assist with the marketing of events and programs.
• Supervises student employees.
• Other related duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Experience and understanding of Academic Services which includes Admissions, Records & Registration, Financial Aid and Information Technology.
• Experience in coordinating large projects.
• Bachelors degree.
• Higher education experience.
• Supervisory experience.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed 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.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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