Administrative Assistant

Responsible for managing a variety of administrative and operational functions, including maintaining confidential faculty records and preparing sensitive communications for faculty and staff. Key duties include management of operations such as purchasing, paying invoices, assisting with position postings, monitoring office emails and phones, and planning and staffing academic events (e.g., commencement activities and Board of Trustees committee meetings). This position is in-person Monday through Friday, 8:00 a.m. to 5:00 p.m., with some after‑hours work required. Essential Duties and Responsibilities Serve as receptionist for the Office of the Provost. Includes but is not limited to: open the office at or before 8:00 am greet visitors provide information and referrals adhere to and communicate university policies daily monitor the Office of the Provost email accounts answer telephones, ascertain the nature of calls, take accurate messages, check office voicemail regularly, and route calls in a professional manner Maintain appointment calendars, schedule meetings, and reserve meeting venues for Provost and Associate Provosts as requested Monitor and provide assistance with the division’s budget as requested- including: track and oversee Bass/McCann/AM Pate awards and charges credit card purchases/statements requisitions/purchase orders invoices & vendor payments order supplies & services track stipends Work with the provosts, deans, and faculty to create, generate and manage all faculty decision correspondence and implementation including: appointment reappointment tenure promotion faculty development sabbaticals Collaborate with Human Resources on faculty workforce planning, onboarding, credentialing, and orientation of new faculty. Verify and maintain faculty credentials and files. Schedule events and reserve venues, oversee maintenance and organization of office, make travel arrangements and review expense reimbursements, prepare data for reports and presentations, and process timesheets for hourly staff, salaried staff and student workers. Provide support relating to the Board of Trustees’ Academic Affairs and Student Life Committee. Provide SACSCOC Accreditation support. Serve as additional office support functions for the Provost Office. Assist with planning and coordinating events hosted by the Provost’s Office (Graduation, Robing & Hooding, Awards Day, Faculty Development Seminars/Orientations, etc.). Perform other duties as assigned by the Provost. Education, Certifications and/or Licenses Bachelor’s degree or 3 years prior experience in a professional office setting preferred Experience Some events planning and coordination strongly desired. Knowledge and experience with MS-Excel (intermediate level), MS-Outlook, Ellucian’s ERP Colleague, Program Assessment software is desirable. Knowledge, Skills & Abilities Knowledge (position requirements at entry) Knowledge of standard office practices and procedures. Knowledge of standard filing procedures. Knowledge of Rules, standards, regulations, and laws regarding employment and student records. Proficiency with an integrated administrative system and current computer software programs such as Office 365 programs (Word, Outlook, Excel), Adobe. Proficient use of multi-line phone system and standard office equipment. Skills (position requirements at entry) Demonstrated administrative ability to plan and execute programs and activities, to secure cooperation from individuals and organizations, and to coordinate the activities of such individuals and organizations. Interpersonal skills to provide support in a high-profile office with tact and diplomacy. Ability to type 45 wpm. Ability to learn technology and technology applications. Ability to work cooperatively and productively in a highly active setting. Ability to adhere to University & departmental policies and procedures. Ability to be discrete in handling confidential matters, while complying with FERPA regulations. Ability to work effectively with a wide range of constituencies in a diverse community. Ability to work independently in the most efficient manner with minimum supervision. Ability to learn higher education budgeting and scheduling processes Ability to learn budget/fiscal management concepts Ability to maintain a professional appearance and office atmosphere. Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks. Ability to retrieve, validate and disseminate data from various databases. Ability to demonstrate and provide quality customer service #J-18808-Ljbffr Texas Wesleyan University