Administrative Assistant (Office of the Provost)

Overview

Job Summary

The Administrative Assistant provides a broad range of administrative and support functions of a highly responsible manner and confidential nature. This role manages the Office of the Provost/Chief Academic Officer on a daily basis including managing calendars, institution-wide meetings, maintain accurate minutes, and records. The Assistant prepares special reports and/or projects, correspondence, presentations and other forms of confidential information. Works relatively independently and may oversee the work of others. Communicates with a diverse population which may include but is not limited to faculty, staff, board members, physicians or hospital staff, and other outside customers. 

Responsibilities

• Coordinates office management actives for designated administrator(s) to include organizing and maintaining documents, reference materials, policies/procedures, office files and records, schedules/ calendar(s), and setting appropriate work priorities for efficient office operations.
• Uses a variety of computer software/applications as necessary to generate reports, spreadsheets, correspondence, presentations, and other pertinent documents or written materials.
• Researches, compiles, assimilates and prepares confidential and sensitive document's using a number of data sources (i.e., agenda items, payroll, budget, etc.) for the purpose of complying with financial, legal, and/or administrative requirements.
• Responds to a wide variety of calls and/or inquiries for purpose of providing information, resolving problems/issues where appropriate, and/or referring to appropriate staff members.
• Attends meetings and other required functions for the purpose of recording minutes, coordinating materials distribution, and/or supporting the needs of other attendees.
• Perform related accountabilities/responsibilities as required or directed.

Specifications

Experience

Minimum Required

• Two (2) or more years of experience in a relevant office setting, college/university environment.

Preferred/Desired

• Higher Education administrative experience preferred.  
• Advanced organizational, business and communication skills as well as the ability to gather and process student, personnel, or financial data and make recommendations for improved operational efficiency.

Education

Minimum Required

• Bachelors Degree or equivalent experience
• Skill in communicating clearly and effectively using standard English in written, oral and verbal format to achieve high productivity and efficiency. Skill to write legibly and record information accurately as necessary to perform job duties.

Preferred/Desired

• Bachelors Degree and five (5) years of operations experience in an institution of Higher Education supporting department chair or dean roles.

Special Skills

Minimum Required

• Must possess excellent organizational and communication skills (both written and verbal). Must also possess high level of computer proficiency working with different office applications. 60 WPM typing speed.