Administrative Assistant to the Provost Office (56764)

Administrative Assistant to the Provost Office

FLSA Classification

Full Time, Non-exempt

Reports to

Provost

Job Description 

Summary/objective

The Administrative Assistant to the Provost Office serves as administrative support to the Provost, Associate Provost, Executive Assistant, and to the faculty.
 

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Must effectively carry out the essential duties and responsibilities of this position in a manner that consistently demonstrates Randolph College’s mission and core values in a positive manner.

Administrative Support to the Provost Office 

• Screens and schedules appointments for the Associate Provost and Provost as needed
• Assists in the planning, programing and coordination of New Faculty Orientation 
• Prepares and assembles documents for various committee meetings and reports
• Assists with various projects
• Provides general administrative support
• Greets visitors upon arrival and connects them with appropriate personnel
• Answers phone calls/emails in a timely manner and directs inquiries/concerns to the appropriate personnel
• Manages invoice and reimbursement process and logs all invoices on monthly ledger
• Assists the Executive Assistant with various tasks as needed 
• Assists in organizing events (Honor Society Induction Ceremony and Academic & Leadership Awards Ceremony) and manage the Dean’s List award letters and notifications
• Is responsible for the regular maintenance of personnel folders and filings
• Orders supplies for office and faculty as needed
• Assists faculty with approved clerical tasks
• Requests, tracks, and maintains the annual reports required of faculty. 
• Requests, tracks, and maintains annual department reports and end-of-year committee reports.
• Coordinates student evaluations of faculty
• Works with POC to help identify available offices for new incoming faculty.
• Oversees the collection of faculty syllabi

Competencies

• Excellent interpersonal skills and ability to work closely and responsibly with students and faculty
• Superior organization skills and effective phone manner
• Initiative, flexibility, multi-tasking skills, and discretion in dealing with confidential information
• Proficient in office/higher education applications including but not limited to MS Word, MS Excel, and Google docs. Comfort with Moodle is a plus

Supervisory responsibilities

None

Work environment

Position typically works in an office environment.

Physical demands

Requires standing/walking/sitting for extended periods. May occasionally lift 10/15 lbs.

Travel required

None

Required education and experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

Required education and experience

• High School Diploma or 2-3 years of experience in an office, administrative, or educational setting
• Knowledge of basic computer applications 

Preferred education and experience

• Associate or bachelor’s degree 
• Experience working in a higher education environment

Additional eligibility requirements

None.

Work authorization/security clearance requirements

Must be authorized to work in the United States. Pre-employment criminal background checks.

Affirmative Action/EEO statement

Randolph College is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, gender, sexual orientation, sex (including pregnancy), gender identity, gender expression, sexual orientation, national origin, age, disability, genetic information, marital status, veteran status, political beliefs, or any other classification protected by applicable law. This policy applies to all terms and conditions of employment, including but not limited to hiring, promotion, termination, placement, transfer, layoff, recall, compensation, and training. 

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.