||Office of Provost
||Senior Vice President & Provost (Allen Henderson)
Click here for how to apply
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
Provide administrative support including but not limited to: scheduling meetings and making travel arrangements; overseeing maintenance of office and faculty files; verifying and maintaining faculty credentials; maintaining and organizing the office; processing timesheets for hourly/salaried staff and student workers; and, preparing, data for reports and presentations.
Provide managerial support including but not limited to: planning, coordinating and executing academic-related activities/events, e.g. commencement, orientations/seminars, and Awards Day, etc.
Manage academic course scheduling including maintaining 2-year rotations, scheduling shells for each school, and completing schedule-change forms.
Manage the department’s budget and provide assistance with the division’s budget. Specifically, manage headcount and data entry for annual budget submission; credit card purchases/statements; requisitions/purchase orders; invoices & vendor payments; ordering supplies & services; tracking of stipends; and, faculty load review from a financial perspective.
Provide support relating to the Board of Trustees’ Academic Affairs Committee. Specifically, prepare and distribute meeting agenda and packet; coordinate room/AV set-up; verify attendance; and distribute meeting minutes.
Develop, maintain, and share academic process manual and training material for administrative assistants within the academic division. Provide regular and ad-hoc training for administrative assistants.
Manage a variety of faculty-related processes including but not limited to: processing recommended & approved tenure/promotion submissions; coordinating recruiting efforts with the Office of Human Resources and making campus visit arrangements for prospective faculty members and deans (e.g. arranging travel, meal and hotel accommodations); processing recommended and approved sabbaticals; verifying accuracy of faculty contract requisitions submitted by schools, routing for additional approval and tracking contracts; and, submitting faculty contract requisitions for all faculty members not reporting to a specific school.
Provide general support and assistance to those who report to the Office of the Provost as necessary. Specific tasks include: collecting, compiling, preparing, editing and proofing data; budget processing; meeting coordination, etc. for the following areas: Pre-Professional Program, Dean of University College, Dean of Freshman Success, Rambler Faculty Advisor, Director of Dual Enrollment, Director of Institutional Research, International Programs, & Faculty Chair.
Provide SACS Accreditation support as needed.
Serve as additional office support functions for the Provost Office when necessary.
Perform other duties as assigned by the Provost.
Manages non-supervisory, regular employees and a few student workers within the Provost's Office. Responsible for the overall direction, coordination, and evaluation of these individuals. Carries out supervisory responsibilities in accordance with the University's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints; and, resolving problems.
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
High school diploma or equivalency required. Associates degree (or equivalent number of completed college-level course work) preferred.
Minimum of three years of office experience required, preferably in a higher education setting.
Knowledge and experience with MS-Outlook, Datatel-Colleague and TaskSteam a plus
KNOWLEDGE, SKILLS & ABILITIES
Ability to word process 45 wpm. Strong data entry skills.
Proficient use of multi-line phone system and standard office equipment.
Knowledge of standard office practices and procedures, including filing procedures.
Ability to support and adhere to University & departmental policies and procedures.
Familiarity with academic policies and procedures of private universities.
Ability to be discrete in handling confidential matters, while complying with FERPA & privacy regulations.
Knowledge of rules, standards, regulations, and laws regarding employment, academic administration, and student records.
Ability to maintain a professional appearance and office atmosphere.
Ability to provide and demonstrate quality customer service.
Proven interpersonal skills to provide support in a high-profile office with tact and diplomacy.
Ability to work effectively with a wide range of constituencies in a diverse community.
Ability to work independently and efficiently 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.
Strong attention to detail and quality of work, with an eye towards accuracy.
Skill in budget/fiscal management and utilizing resources.
Strong organizational skills to work productively and efficiently in a stressful environment with multiple deadlines.
Well organized to effectively handle multiple tasks at one time.
Familiarity with higher education budgeting and scheduling processes.
Ability to supervise and evaluate employees.
COMPUTER SKILLS To perform this job successfully, an individual should have knowledge of and experience with utilizing an integrated administrative system; fundamental knowledge of data retrieval; order processing systems; and current e-mail/calendar, spreadsheet and word processing software (MS Outlook, Excel & Word).
LANGUAGE SKILLS Ability to read and comprehend instructions, routine correspondence, and memos. Ability to effectively write and edit reports, brochures/pamphlets, business correspondence, and procedure manuals. Ability to effectively present information to University employees, Board members, students, and external constituents.
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 apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several 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; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
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.
Some evening & weekend hours to meet the demands of the position.