Assistant To The Associate Vice President For Academic Affairs

Position Justification
Position Information
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Position Title
Assistant to theAssociate Vice President for Academic Affairs
Unit Name
Academic Affairs
Salary Grade
5
Number of Months
12 months
Full-time or Part-time
Full-Time
Hours per week
40
Proposed Annual Salary, Hourly Rate or One-time payment
Essential Duties

• Serves as office manager, receptionist, routes calls and greets visitors, ascertains nature of business and directs visitors to appropriate person. Handles incoming/outgoing mail from campus post office.
• Makes and receives calls on behalf of the AVPAA and Provost to/from students and other stakeholders, identifies issues, investigates, delivers information and decisions, and deescalates situations, as necessary.
• Assists the AVPAA in maintaining the AVPAA Calendar.
• Assists units within Academic Affairs, as requested, with a particular emphasis on units led by the AVPAA.
• Assists the AVPAA and the Provost in follow-up with administrators, deans, chairs, and directors regarding general academic budgets and personnel issues.
• Maintains and monitors budget accounts for all units whose responsibility lies with the Office Academic Affairs. Assists Budget Managers from units within Academic Affairs with questions, forms, problems solving, etc.
• Prepares (and approves, as needed) purchase requisitions, travel vouchers, and other documents.
• Monitors all related financial/personnel actions to ensure compliance with established policies, procedures, deadlines, standard practices, and requirements.
• Prepares ads for faculty recruitment and assists with campus interview schedules, as needed.
• Assists with accommodations for interviewing candidates and assists departments with candidate travel reimbursements.
• Coordinates meetings and maintains records for the Scholastic Appeals Committee and Graduate Appeals Committee. Contacts applicants and composes correspondence in response.
• Maintains log of all academic grievances for the University.
• Assists Director of Graduate Studies as needed.
• Serves as graduate admissions specialist. Collects graduate student admission documents and application fees, processes admissions decisions and related registration processes, inputs data into Banner, archives paper records, and communicates decisions to students regarding admission, probation, exclusion, etc.
• Assists the Executive Assistant to the Provost in the coordination of Provost schedule and appointments as necessary.
• Provides AVPAA and Provost with support information for all meetings prior to the event.
• Creates actions plans to ensure that decisions made during meetings receive sufficient attention and follow through.
• Maintains inventory records of equipment and furnishings.
• Trains across other positions in Academic Affairs in order to support additional functions when directed and as necessary.
• Coordinates outreach activities on behalf of the Office of Academic Affairs.
• Communicates events and activities on behalf of the Office of Academic Affairs.
• Performs other reasonable duties as assigned.

Minimum Qualifications
Education and Experience:

• Bachelor's degree preferred; professional knowledge equivalent to a bachelor's degree required
• Three years related experience and/or training; or equivalent combination of education and experience; five years administrative experience in a professional office environment preferred
• Knowledge of University working units, policies, and procedures
• Bookkeeping skills and budgeting experience
• Proficient with spreadsheets, word processing and databases
• Excellent attention to detail, organizational skills and strong communication skills

Job Description Summary
The Assistant to theAssociate Vice President for Academic Affairs (AVPAA) reports to the Provost / Executive Vice President for Academic Affairs with an emphasis in supporting the AVPAA and units under the leadership of that position. Serves as general receptionist and office manager, graduate admissions specialist, and coordinator of business, communication, and outreach operations for the Office of Academic Affairs.
Hours of Availability
Background Check Statement
Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.
Requisition Detail Information
Requisition Number
FY20524NF
Open Date
11/20/2023
Will this job have a specific close date?
No
Close Date
Special Instructions to Applicants