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Senior Administrative Assistant to Provost/VP for Academic Affairs

Earlham College
Indiana, United States
Salary Not Specified
Posted Date
May 1, 2023

Earlham College is a Top 100 National Liberal Arts College located in Richmond, IN, a small city that's just a short drive away from several major metropolitan areas including Dayton, Cincinnati, Indianapolis and Chicago.

Richmond and Earlham have a symbiotic relationship. Through research, studies, internships and volunteering, Earlhamites offer Richmond expertise and service as Richmond offers our students the chance to gain valuable, real-world experience. Our community assumes no religious affiliation but follows Quaker principles and practices, which include respect for persons, integrity, a commitment to peace and justice, simplicity, and consensus-based community decision-making. Earlham is committed to and proud of being a diverse and inclusive place most clearly visible in our student body: 20% of our student body are international, coming from 60+ nations in 2022, and 24% are domestic students of color. Faculty and staff also bring tremendous diversity to the College; many have lived and worked outside the United States, and they make a point of drawing on those experiences in their interactions with students. Additionally, Earlham makes it a priority to serve as a safe and welcoming place for LGBTQ+ communities and has a four-star rating on the Campus Pride Index. Our community is characterized by respect for every person and a commitment to social justice. Equity and inclusion are central to Earlham's institutional priorities and our leadership is committed to widening the path to an Earlham education.

Earlham College is seeking a Senior Administrative Assistant to Provost/VP for Academic Affairs to join our team!

Summary: The Senior Administrative Assistant to the Provost/Vice President for Academic Affairs provides primary support for the Office of Academic Affairs, in addition to the Provost/VPAA, the Associate Academic Dean for Faculty (AADF) and Associate Academic Dean for Students (AADS)

Essential Functions:
  • Provide administrative support: answer and direct questions to and from faculty, staff, students, campus guests, and others as necessary via phone, email, virtual medium, and in person. Also create, reformat, proofread, photocopy, and scan documents
  • Manage the Office of Academic Affairs including filing work requests, updating student resources, getting and sending mailing and packages, ordering supplies and specialty equipment
  • Maintain the schedules for the Provost/VPAA, AADF, and AADS including teaching faculty, student meetings, and the department calendar of events.
  • Organize travel, lodging, meals, registrations, meetings, etc. for the Provost/VPAA, AADF, AADS
  • Create and manage all Academic Affairs associated files.
  • Assist with collecting and preparing materials for the Academic Affairs Committee portion of the Board book (Fall and Spring).
  • With leadership from the AADF, manage the Academic Professional Development Funds process .
  • Manage approval process including soliciting and receiving materials, scheduling meetings, and maintaining all relevant files for the Academic Professional Development Committee.
  • With leadership from the AADF, manage the National Conference Travel Fund, Faculty Start-up Funds, teaching faculty funds and professional activities.
  • Support the faculty evaluation process including soliciting and receiving materials,
  • scheduling meetings, and maintaining all relevant files.
  • Organize and track all academic year operational and discretionary budgets for the Office of the Academic Affairs.
  • Assist in coordinating interviews with teaching faculty candidates.
  • Maintain financial records and files and assist with processing financial transactions across the Academic Affairs budgets.
  • Organize departmental gatherings including assisting with All Employee Retreat, New Faculty Orientation teaching faculty retirement gatherings, and other gatherings as requested.
  • Coordinate and maintain correct teaching faculty, division, department, and program data on the Earlham College website.
  • Coordinate scheduling of department review meetings, relevant conference attendance to support accreditation processes.
  • Maintain a professional and friendly atmosphere.
  • Perform other duties as assigned to support Earlham College.

  • High school diploma or GED is required. Associate degree and two years of experience working in a post-secondary academic environment or Bachelor’s degree is highly preferred.
  • Computer training in Microsoft Office applications (Word and Excel), and ability to learn other computer software programs; facility with basic HTML for web pages, email and calendar.
  • Able to work with minimal supervision, ability to multitask and handle multiple competing priorities.
  • Able to work with people from around the world.
  • Ability to track and manage budgets.
  • Ability to work with multiple academic and administrative departments, programs and committees across campus.
  • Excellent oral and written communication skills.
  • Excellent phone etiquette skills to maintain a friendly atmosphere.
  • Demonstrated sensitivity to confidential matters with both students and teaching faculty.
  • The review of applications will begin immediately and continue until the position is filled.

Earlham College is an equal opportunity employer committed to building a diverse community, one that reflects the makeup of society at large and that particularly welcomes and supports individuals from groups that have been historically marginalized because of factors such as race, ethnicity, sex, gender identity, gender expression, sexual orientation, socioeconomic class, and physical ability. The College strongly encourages applications from women and people of color. As an institution with a Quaker identity, the College also solicits applications from members of the Religious Society of Friends (Quakers).

Earlham's Work Authorization Policy

Earlham utilizes E-Verify to confirm employment eligibility for all newly hired employees within the United States.

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