Administrative Assistant

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The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Position Information Job Title Job Title Administrative Assistant Position Summary The Administrative Assistant is responsible for managing a variety of administrative, event, and operational functions. Key duties include coordinating, planning, and staffing major academic events such as Commencement and Robing & Hooding Ceremonies, managing front desk office operations including greeting guests, answering phones, and monitoring office email accounts, supporting the Associate Provosts through calendar management, maintenance and organization of confidential faculty records, and accreditation support, and serving as a collaborative office teammate in support of the Office of the Provost financial operations and faculty staffing responsibilities. This is a full-time, in-person position, reporting to the provost. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with some after-hours work required during events. Essential Duties and Responsibilities Coordinate, manage, and execute the university academic-related events including but not limited to: Commencement ceremonies, Robing and Hooding ceremonies, Grad Kickoff, Awards Day, University College Day, Board of Trustees’ Academic Affairs and Student Life Committee, as well as coordinate faculty meetings, orientations, seminars, luncheons sponsored through the Office of the Provost. This includes collaborating with other university faculty and staff, reserving venues, assisting in managing contracts, obtaining supplies, gathering volunteers, sending facilities requests, etc. This is a collaborative effort with the Assistant to the Provost and the Work Study Student Assistant. Daily 30% Serve as receptionist for the Office of the Provost. This includes the following: opening the office at or before 8:00 am, answering telephone lines correctly ascertaining the nature of calls, taking accurate messages, checking office voicemail regularly, and routing calls in a professional manner. It also includes greeting visitors, providing information and referrals, and adhering to and communicating university policies. Lastly, it includes overseeing office maintenance and organization, inventory, mail pickup, and working collaboratively with the student worker(s). Daily 20% Daily monitoring of the Office of the Provost and Texas Wesleyan Commencement email accounts. Daily 10% Maintain appointment calendars, schedule meetings, and reserve meeting venues for Associate Provosts as requested. Daily 10% In collaboration with the Assistant to the Provost assist with making travel arrangements, reviewing expense reimbursements, preparing data for reports and presentations, as well as monitoring and providing assistance with the division’s budget as requested – including: tracking and overseeing Bass/McCann/AM Pate awards and charges, credit card purchases/statements, requisitions/purchase orders, invoices & vendor payments, order supplies & services, and tracking stipends. Daily 10% Verify and maintain faculty credentials and files. Collaborate with Human Resources on faculty workforce planning, onboarding, credentialing, and orientation of new faculty. In collaboration with the Assistant to the Provost work with the provosts, deans, and faculty in creating, generating, and managing all faculty decision correspondence and implementation including: appointment, reappointment, tenure, promotion, faculty development and sabbaticals. Monthly 10% Provide The Commission Accreditation support including outcomes assessment support. Serve as additional office support functions for the Provost Office. Monthly 5% In collaboration with the Assistant to the Provost serve as backup office website editor. In Finalsite, update the Office of the Provost webpages and review monthly for necessary changes. Monthly 3% Perform other duties as assigned. Weekly 2% Education, Certifications and/or Licenses Minimum of either: 4 years experience in an administrative capacity in a professional office setting required or an Associates Degree and 2 years experience in an administrative capacity in a professional office setting or Experience Intermediate proficiency & experience using MS365 Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, & OneDrive) and AI software are required. 1 or more years of prior large scale event planning and coordination strongly desired. 1 or more years of prior Budget Management experience is preferred. Experience reviewing and editing documents and webpages is preferred. Knowledge & experience with Ellucian’s ERP Colleague, Program Assessment, People Admin, AdobePro, FinalSite, Canva, and Canvas software is preferred. Prior higher education (college or university) experience is a plus. Knowledge, Skills & Abilities 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. Strong written and interpersonal communication skills, with the ability to provide professional support in a high-profile office environment while exercising tact, diplomacy, confidentiality, and discretion. Must comply with FERPA regulations. Ability to work independently in the most efficient manner with minimum supervision. Ability to work cooperatively and productively in a highly active setting. Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks. Must have aptitude and ability to learn technology and applications. Must be able to type 45 wpm. Ability to adhere to University & departmental policies and procedures. Ability to work effectively with a wide range of constituencies in a diverse community. Ability to learn higher education budgeting/fiscal management and scheduling concepts and processes. Ability to maintain a professional appearance and office atmosphere. Ability to retrieve, validate and disseminate data from various databases. Ability to demonstrate and provide quality customer service. 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. Intermediate Proficiency with Office 365 programs (Word, Outlook, Excel), AdobePro, AI Tools, other administrative systems, and computer software programs. Proficient use of multi-line phone system and standard office equipment. Posting Number Posting Number 2016AS1135P Posting Open Date Posting Open Date 09/28/2026 Open Until Filled Yes Posting Close Date #J-18808-Ljbffr Karolinska Institutet