Administrative Assistant, Provost Office


Administrative Assistant, Provost Office

Human Resources
Monday, June 23, 2014
 
Under the general direction of the Executive Administrative Administrator, will provide administrative and receptionist support to the Office of the Provost.
Position Type: Full Time Staff
Department: Provost Office
Reports To: Executive Academic Administrator (Ashly Spencer)
FLSA Status: Non-Exempt
Location: Main Campus

Click here for how to apply

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but not limited to, the following.
Serve as receptionist for the Office of the Provost including but not limited to: opening the office, greeting visitors, providing information and referrals, answering telephones, ascertaining the nature of the calls, taking accurate messages, checking office voicemail regularly and routing calls in a professional manner, maintaining an organized work area, maintaining office and kitchen supplies, initiating and maintaining requisitions and adhere to and communicate university policies.

  • Provide support for Provost Office Webpage and University Calendar for Academic Division
  • Provide support relating to University committees & faculty chairs.
  • Enter Faculty Credentials in Ellucian’s ERP Colleague and maintain Faculty files.
  • Develop and review standardized and ad-hoc reports.
  • Coordinate course evaluations for fall, spring and summer semesters: disseminate, collect and send off for processing.
  • Represent the Provost Office on the University College Day Committee.
  • Provide administrative support to the Associate Provost and Provost with duties including:
    • composing and proofreading letters, memos, and reports
    • processing incoming and outgoing mail, sorting and distributing daily correspondence, including faxes and e-mails
    • making copies of correspondence and/or other materials
    • organizing and maintaining Provost Office file system
  • Assist with events coordinated by Provost Office (Graduation, Robing, Faculty Development Seminars)
  • Support in the absence of the Coordinator, including but not limited to: assisting with student complaints, requests to walk and student appeals.
  • Maintain Provost Office Log of incoming and outgoing signed financial documentation.
  • Assist with maintaining academic schedule in Datatel.
  • Provide support to the Executive Administrative Administrator as necessary.
  • Other duties as assigned by the Executive Administrative Administrator.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

EDUCATION and/or EXPERIENCE

  • Bachelor's degree preferred; High school diploma or equivalency required.
  • Two or more years of office experience, preferably in a higher education setting.
  • Some events planning and coordination strongly desired.

KNOWLEDGE, SKILLS & ABILITIES

  • 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.
  • Ability to work cooperatively and productively in a highly active setting.
  • Proven interpersonal skills to provide support in a high-profile office with tact and diplomacy.
  • Ability to review and edit webpages.
  • Ability to type 40 wpm.
  • Great attention to detail with an eye toward accuracy.
  • Knowledge of standard office practices and procedures.
  • Knowledge of standard filing procedures.
  • Ability to adhere to University & departmental policies and procedures.
  • Ability to be discrete in handling confidential matters, while complying with FERPA regulations.
  • Knowledge of rules, standards, regulations, and laws regarding employment and student records.
  • 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 maintain a professional appearance and office atmosphere.
  • Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks.
  • Proficiency with an integrated administrative system and current computer software programs.
  • Proficient use of multi-line phone system and standard office equipment.
  • Ability to demonstrate and provide quality customer service.

LANGUAGE SKILLS

Ability to write reports, business correspondence, and procedure manuals. Ability to express oneself clearly and concisely, both orally and in writing, and to work cooperatively and productively in a highly active setting. Ability to effectively present information and respond to questions from employees, students, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to apply common sense understanding to carry out detailed but uninvolved write or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. Evening and weekend duties as necessary.

To apply, send a current resume and cover letter to the Office of Human Resources, Texas Wesleyan University, 1201 Wesleyan, Fort Worth, Texas 76105, or HR@txwes.edu.  

Contact Information


Office of Human Resources
Oneal-Sells Building, room 110

Phone: 817-531-4403
Fax: 817-531-4402
Email: HR@txwes.edu
Hours: Mon-Fri, 8am - 5pm

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