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Academic Affairs Coordinator, Assistant to the Provost

4 months ago

Topeka, United States Washburn University Full time

Position Summary

: Reporting to the Provost/Vice President for Academic Affairs, the Academic Affairs Coordinator, Assistant to the Provost provides administrative, operational, and executive support, accommodating shifting priorities in a fast-paced environment to facilitate the effective leadership of Academic Affairs.

Essential Functions:
• Serves as primary receptionist: greeting and directing visitors, answering telephones, transferring calls and/or taking and relaying messages.
• Monitors and reviews incoming email messages, responding to inquiries and requests and appropriate, or forwarding/referring messages for response as appropriate.
• Maintains a supply of office materials for staff and faculty use. Monitor the use and function of office equipment, assisting users with equipment operation, making arrangements for repairs and maintenance as necessary.
• Schedules meetings and events; locates and reserves meeting space; arranges for refreshments or catering; contacts and invites participants; develops, types, copies and distributes agendas and meeting materials and sees to other details in preparation for meetings. Records, types copy and distributes meeting notes, as requested.
• Maintains the Provost’s near-term and long-range calendar, schedule of agendas for recurring meetings, anticipated retreats, conferences, WUBOR and KBOR activities, and planned speaking engagements. Prioritizes the Provost’s schedule according to priorities to help ensure that appropriate time is allocated for critical strategic initiatives and key constituencies.
• Ensures Provost is well-informed of upcoming commitments and responsibilities, and anticipates needs in preparation for meetings and events.
• Makes travel and accommodations arrangements for Academic Affairs, collects receipts and other travel documentation, and complete and submit requests for travel expense reimbursement.
• Manages Academic Affairs and Faculty Recruitment P Cards. Completes and submits purchase requisitions, payment requests and P Card reconciliation reports following University processes to initiate purchases and timely payment for materials and services received..
• Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy with the highest attention to detail.
• Works with the Provost and Associate/Assistant Provosts within the Office of Academic Affairs to develop information for the Academic Affairs webpages and ensure that information is timely and relevant. Coordinates with Webmaster team for publication of website revisions.
• Interacts extensively and serves as a liaison for the Provost in supporting productive, strategic relationships with the President's Office, other University administrators, deans, academic leaders, faculty, staff, students, and other constituencies across the university.
• Gathers information and facts and drafts communications, routine correspondence, briefings, remarks, and presentations for the Provost as requested and appropriate.
• Reviews correspondence, reports, and presentations submitted to the Provost; obtains additional information as appropriate.
• Provides information for reports and records through research, and organizes and presents the information in useable and
understandable formats.
• Effectively and clearly communicates with team members in a timely and professional manner.
• Reviews and processes selected purchase orders and invoices for the Academic Affairs area and submits for approval.
• Organizes meetings (call for agenda items, creation of agenda, taking of minutes, follow-up, record maintenance), and prepares appropriate communications including emails, memorandums, meeting minutes with a high level of accuracy and efficiency.
• Plans and organizes events and social functions on behalf of the Provost.
• Contributes to a working environment that is team-oriented, anticipatory, supportive, and encourages constructive feedback on performance.
• Provides administrative support as needed to all members in the Office of Academic Affairs.
• Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned or as appropriate.
Performs additional job-related duties as assigned or as appropriate.

Required Qualifications:
• A bachelor's degree or a combination of post-secondary education and additional administrative experience equivalent to a degree.
• Two years of experience that demonstrates knowledge and understanding of coordinating, prioritizing, and organizing in a fast-pace and dynamic office environment.
• Demonstrated effective professional writing skills as evidenced by the candidate's application materials.
• Proven ability to perform complex tasks, prioritize, and organize multiple projects with effective time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities.
• Demonstrated effective interpersonal and communication skills, with a precise command of grammar, punctuation, spelling, and the correct usage of the English language.
• Demonstrated ability to interact and work effectively with a broad and diverse range of individuals and stakeholders at all levels of the University.
• Ability to work effectively collaboratively in a complex environment.
• Ability to maintain confidentiality and professionalism.
• Demonstrated proficiency in typical office technology and software programs, including presentation development. (i.e. Excel, Word, PowerPoint, Outlook, Adobe, Zoom, etc...)
• Ability to nurture professional working relationships throughout Washburn University and with stakeholders to promote the interest of the Office of Academic Affairs and the University.

Preferred Qualifications:
Experience providing administrative support and coordination in a higher education office setting.

Full-time, Hourly, Mon-Fri 8am-5pm
Background Check Required