Administrative Assistant-- Provost/VPAA



General Statement of Job

The Administrative Assistant for the Office of the Provost/Vice President for Academic Affairs keeps academic affairs records and relieves officials of clerical and administrative work by performing the following duties.

Specific Duties and Responsibilities

Essential Duties:

Manages Vice President and Associate Vice President’s calendars and independently schedules appointments.

Screens incoming calls and correspondence and responds independently when possible.

Prepares memorandums outlining and explaining academic affairs' administrative procedures and policies.

Serves as coordination point for all activities involved with two Commencements, as well as the annual Academic Achievement Recognition Ceremony, Outstanding Teacher Advisor Awards, Writing Excellence Award, Years of Service Awards, New Faculty Workshop, All-Faculty Welcome Back events in Fall/Spring, as well as any events sponsored by the Provost/VPAA or the Vice Provost.

Coordinates, prepares, and distributes numerous publications.

Disseminates information and collects Faculty Part-Time, Overload and Summer contracts, as well as Annual Full-Time Faculty contracts, Stipend/Release Forms, and Bridge contracts.

Prepares confidential correspondence, reports, and other complex documents including information for press releases and proposals to the Board of Governors.

Manages all contracts and grant applications for Units/Faculty/Staff reporting to the Office of Academic Affairs.

Records and disseminates notes for external and internal meetings.

Creates and maintains databases, spreadsheet files, and checklists.

Coordinates and maintains records for Sabbaticals, Tenure and Promotion, Travel (Institutional and Personal), Evaluations, Domestic and International Student Trips, Faculty Development Funds, Student Research Grants, Program Reviews, and Semester Schedule Cards.

Maintains and serves as college custodian of Part-Time and Contract Faculty permanent academic records, including adjunct pay rates and HLC-compliant VITA’s and transcripts.

Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings for Direct Reports.

Processes mail for Academic Affairs, distributing approved documents back to the Departments. (e.g. Travel forms, Memo’s, Student Petitions, Program Agreements, Invoices, Departmental Exams, Student Portfolios)

Reviews and verifies all documentation received from all units that report directly to the Office of the Provost/VPAA, including Procurement Cards and all types of part-time and full-time faculty contracts.

Maintains multiple Academic Affairs budgets, including Accreditation, Commencement, Professional Development, Special Events, Faculty Development Grants, and Student Grants.

Serves as first point of contact for campus and guest inquiries, including student and/or parent academic-related complaints.

Maintains Academic Affairs email account, forwarding inquiries to the proper recipient on campus.

Posts external job ads for Faculty positions.

Files Perkins reports through the State of Missouri portal.

Coordinates and schedules Faculty candidate interviews, and ensures adherence to all Travel and Financial Policies.

Performs other duties as assigned.

Education, Experience, and Licenses

High School diploma or GED required; Associate or Baccalaureate Degree preferred.

One-year certificate in office management from accredited college or technical school; or twenty-four (24) months related administrative/office experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

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.

  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).
  • Ability to work independently and be a self-starter.
  • Ability to maintain a high level of confidentiality.
  • Ability to write complex reports and correspondence.
  • Ability to calculate figures and amounts.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Ability to communicate effectively, both verbally and in writing, with individuals or groups of students, faculty, staff, and members of the public.
  • Ability to effectively operate a computer (prefer Microsoft Word, Excel and Access skills).
  • Ability to speak effectively one-on-one and/or before groups of
  • Ability to occasionally work hours outside of the typical work-week for special events.


Physical Demands/Work Environment

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 use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE : The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability may review/evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

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