Staff Assistant

Purpose of the Position:

The Staff Assistant will provide administrative support to the Associate Provost and the Office of Academic Affairs. This position serves as the primary point of contact for the Associate Provost for Undergraduate Education and the Office of the Provost and Academic Affairs

Duties/Responsibilities
• Provide administrative support to the Associate Provost and the Office of Academic Affairs, and maintain a professional office environment
• Compose, draft, proofread, edit, and distribute various memos and other correspondence
• Arrange meetings and maintain calendar and daily schedule for Associate Provost
• Greet visitors, refer to appropriate office/unit, answer general inquiries, and route requests appropriately
• Serve as primary point of contact to the Associate Provost for questions, requests for information, and concerns of faculty, staff, and students, and maintain a positive professional presence for UAH administration, faculty, staff, students, and stakeholders
• Schedule and organize meetings, travel, conferences, and department activities for Associate Provost and other department staff as needed
• Serve as liaison between Associate Provost and reporting units, including routing items for signatures and approvals
• Route items for signature for the Provost and Associate Provost(s), and maintain a detailed log and record of items approved
• Manage general office needs including office supply inventory, procurement requests, submit travel authorizations, vouchers, and work order requests, other reimbursements, and assist with data collection for assessment and accreditation efforts
• Assist in the routing and management of undergraduate student issues.
• Communicate with students and/or guardians to collect necessary documentation for requests; maintain a detailed log of requests, status, and outcomes
• Use sound judgment, discretion, and confidentiality in the routing and reporting of undergraduate student issues
• Schedule emergency BETA team meetings when requested; maintain confidentiality in meeting records and details
• Scan, organize, and update documents to create digital records. Maintain confidentiality and integrity of faculty records
• Maintain calendar and manage reservation requests for SSB conference rooms
• Set up and prepare facilities for committee meetings and events on behalf of Associate Provost and others, when needed - including technology, room arrangement, and food/beverage, when applicable
• Assist in updating and maintaining department website
• Assist Associate Provost in planning and preparation for events; track budget and expenditures for events
• Relay messages and disseminate information on behalf of the Associate Provost
• Assist and provide support in the development, and implementation of programs and technology used by Academic Affairs
• Participate in and stay up-to-date on trainings for software in order to assist in troubleshooting and providing assistance to other department members when needed
• Assist with preparations for and participate in special projects and events such as Commencement, NSF Advance, College Academy, New Faculty Orientation, and others
• Collect and distribute incoming and outgoing mail for the department.
• Interface with other departments across campus, to share information, schedule meetings, and coordinate events
• Perform other duties as assigned.

Minimum Requirements:

• High school education or an equivalent combination of education and years of experience
• 1-3 years of full-time verifiable clerical or administrative work experience.
• Proficiency in Microsoft Office Suite and Google Suite, with the ability to learn complex tasks and adapt to the standard programs and operations of the department.
• Excellent written and verbal communication skills are required.
• Must have strong proofreading and editing skills and demonstrated organizational and interpersonal skills.
• Must demonstrate maturity and a high level of independent thinking and be a self-starter.

Desired Qualifications:

• Associate's degree, Bachelor’s degree, or some education beyond the high school level is preferred.
• Experience in a university setting is preferred.
• Experience with Banner and records management.

Published Salary (if available):

$35,000 - 37,000