Administrative Assistant III to the Provost Office

About the role

Join the Office of the Provost as an Administrative Assistant, where you'll play a pivotal role in supporting the College's academic leadership and advancing its mission of student success.

Responsibilities

• Aid in overseeing administrative records, process and maintain faculty credentials, requisitions, invoices, reimbursements, p-card purchases, and reconciliations.
• Complete assigned reports if applicable;
• Coordinate and set up meetings, interviews, and appointments;
• Perform routine administrative tasks that may include Human Resources, Finance, payroll, and other college departments.
• Assist the Provost, office staff, and other College employees with information requests.
• Schedule appointments and meetings for the Provost and Associate Vice Provost.
• Answer incoming telephone calls, emails and walk-in inquiries from the College, campus and community while disseminating accurate answers and information on behalf of the Vice President.
• Create an environment of collaborative transparency and supportive accountability that will assist with ideas to optimize actual financial performance.
• Provide proactive intervention and problem resolution with students or employees who need additional assistance.
• Establish and maintain a well-organized filing system.
• Attend all Administrative staff, full staff, and committee meetings and take accurate minutes in all meetings.
• Cook up and coordinate travel arrangements and conference registrations for the Provost and Associate Vice Provost.
• Aid in preparing financial analysis to support budget planning and decision making.
• Support the division in special projects.
• Complete other related duties and responsibilities as assigned.

Qualifications, Knowledge and Skill Requirements

• Associate degree; five (5) years of related administrative assistant work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Knowledge of office administration, bookkeeping, and related equipment.
• Skills in organizing, filing, scheduling and coordinating meetings, managing time, and prioritizing tasks.
• Ability to be accurate and detailed oriented, maintain confidentiality, make sound judgments, multi-task, be self-motivated, and work independently.
• Demonstrated expertise in office skills such as word processing, database management, spreadsheet, power point, windows, and ERP applications.
• Strong office management, interpersonal, and organizational skills.
• Excellent written and verbal communications skills; Strong initiative and productivity.
• Ability to compose routine correspondence, organize projects, maintain organized files, greet guests, answer telephones.
• Possess outstanding time management skills and professional demeanor at all times.

Physical Demands

This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.