| Job Title |
Administrative Assistant, Academic Affairs |
| Position Number |
003001-00 |
| Department |
Office of the Provost |
| Job Grade |
9 |
| Position Summary |
Provides administrative support to the Provost/Vice President of Academic Affairs office and supporting departments/colleges within the Division. Performs duties with limited supervision. |
| Essential Duties & Responsibilities |
- Handles all routine administrative functions within the Office of the Provost/VPAA including answering phones, scheduling meetings, sorting mail, ordering supplies and copying.
- Responsible for processing and monitoring all USF adjunct faculty contracts for each college, every term.
- Assists with all contractual processes for full-time faculty, including tenure and promotion, annual portfolios.
- Maintains confidential faculty files.
- Processes all overload, internship and tutorial contracts for full-time faculty (each term), ensuring all policies are being followed.
- Enters and processes purchase orders.
- Maintains budgets under the Provost/VPAA.
- Processes corporate credit card expenses.
- Assists in research projects as assigned by the Provost/VPAA.
- Updates the adjunct faculty handbook.
- Requests updates to web pages, as needed.
- Assists in recruitment of new employees in the division.
- Assists in preparing the packet for the Mission Fulfillment Committee of the Board of Trustees (3x/year).
- Records and distributes minutes for the following meetings:
- Mission Fulfillment Committee of the Board of Trustees.
- Executive Committee of the Academic Assembly (1x/month)
- Academic Assembly (4-6x/year)
- Deans Meetings (2x/month)
- Any other meeting as requested by the Provost/VPAA.
- Arranges travel and accommodations as needed/requested.
- Acts as liaison for SURE (Summer Undergraduate Research Experience).
- Trains and supports other Administrative Assistant's in the four colleges including, but not limited to:
- Use of Banner (if necessary)
- Contract processes
- Policies and procedures
- Supports faculty governance committees with administrative tasks.
- Executive Committee of the Academic Assembly: attends meetings and records minutes.
- Academic Assembly: attends meetings and records minutes.
- University Curriculum Committee: assures curriculum proposals go through the appropriate approval process and maintains records of all proposals.
- Faculty Affairs Committee: assures policy changes go through appropriate approval process and the policy manual is revised.
- Teaching & Professional Growth Committee: handles all approvals for conference funding, mini-grants, and terminal degree funding - making sure all expense reports and POs are processed appropriately.
- Supports the Duns Scotus Director with administrative duties:
- Sends out letters of acceptance, probations, and terminations.
- Assembles GPA report for the Duns Scotus Director, each term.
- Handles all POs/corporate credit card expenses for Duns Scotus program.
- Assists with securing transportation needed for Duns Scotus cultural/experiential learning trips.
- Supports the Music Department with special events, helping with setups and working events (evenings/weekends).
- Coordinates the Student Honors and Awards Convocation, which is held each year in May.
- Secures room and setup for the event (which also includes decorations, refreshments, and music).
- Handles all notifications and documentation for student awards, scholarships and honors.
- Assembles and creates the program for the evening.
- Attends and manages the event from start to finish.
- Acts as coordinator for special events:
- West Suburban Deans Meeting (once every other year)
-
ACCA Symposium (1x/year)
- Any other special event hosted by the Provost's office.
- Participate in and promote a culture of continuing quality improvement.
- Other related duties as assigned
|
| Minimum Requirements |
- High School diploma, and 2 years administrative work experience.
- Proficient at an intermediate level with Microsoft Office suite and Adobe Pro.
- Excellent front-line presence.
- Strong oral and written communication skills.
- Ability to maintain confidential information.
- Ability to multi-task and prioritize as necessary.
- Ability to work independently with minimal supervision.
- Ability to work with diverse groups/individuals internal and external to the organization.
- Ability to perform the physical requirements of the position.
- Willingness to support the Catholic and Franciscan values of the university.
|
| Preferred Requirements |
- Bachelor's degree.
- 5 years' experience working for executive level positions or in a higher education setting.
- Familiarity with Banner
- Familiarity with pivot tables.
|
| Hours/Shift/Work Schedule |
M-F, 8:30 a.m. - 4:30 p.m. with occasional evening and weekend work |
| Physical Requirements of Position |
Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This is sedentary work which requires the following physical activities: sitting, walking, bending, stooping, finger dexterity, repetitive motions, talking, hearing and visual acuity. |
