The Academic Administrative Assistant provides administrative support to the Faculty Chair/Human Resources Director of Presentation College. The successful candidate will be committed to the Presentation College mission and excited for the opportunity to leverage their excellent organizational and interpersonal skills in support of the college’s work in a position that provides visibility to academic programmatic decision making.
Under general supervision, provide administrative and operational support for academic affairs, developing and maintaining academic course schedules, tracking program processes; and managing budget analysis and grant administration duties.
The Academic Administrative Assistant will work in a fast-paced environment that values learning, innovation, and diverse perspectives. Knowing its centrality to our work, Presentation College is committed to equity and inclusion. We aspire to build a diverse team, including groups that are traditionally underrepresented among our sector leadership. We strongly encourage people of all backgrounds to apply.
Administrative Support Provide administrative, logistical and technical support to the Faculty Chair/Human Resources Director and the Director of Institutional Effectiveness; using standard office software, compose and/or type memoranda, correspondence, reports, department schedules, instructional materials, spreadsheets, forms and other documents; screen meeting requests and maintain the calendar of the Faculty Chair/HR Director; draft, proofread and/or edit a variety of materials; ensure materials, reports and documents for signature are accurate and complete; take, transcribe and distribute meeting minutes.
Act as a liaison in coordination matters between the Faculty Chair/HR Director, Director of Institutional Effectiveness and the President, Academic Dean/Chief Academic Officer, other administrators faculty, staff, and representatives of outside agencies; respond to requests for information and direction on behalf of the Faculty Chair/HR Director; follow up on various assignments to ensure that needed action is taken; perform routine public relations duties over the telephone and in person; respond independently to correspondence and email inquiries regarding a variety of department matters; manage a variety of administrative details including tracking faculty submission of office hours forms, syllabi, late-add petitions, and room- and class-finals- scheduling, in conjunction with the Registrar’s Office; coordinate travel requests and logistics including making reservations and processing reimbursements.
Monitor academic budget expenditures & departmental accounts; track and process expenditures, reimbursements, stipends, and payments; create budget expenditure forecasts; run aggregated budget reports through spreadsheets and financial systems and calculate budgets for all departments and academic programs; research and correct discrepancies; process budgetary adjustments and transfers when warranted.
Coordinate personnel processes for staff and faculty; complete and maintain faculty and adjunct faculty personnel files; prepare faculty and adjunct faculty contracts; maintain faculty and adjunct faculty spreadsheets; maintain accurate and up-to-date faculty workload and schedules; create faculty credit hours produced report; process faculty applications for the Faculty Development Funds, sabbatical, and promotion & tenure; maintain permanent records for faculty growth plan and evaluations and staff performance reviews.
Maintain the Faculty Handbook and associated academic policies; assist in review of academic sections of the College Catalog; maintain official files and/or records for outside agencies such as articulation agreements (with increased involvement in creating articulation plans); maintain Higher Learning Commission (HLC) credentialing documents; maintain database and review faculty licensure to ensure up-to-date and current; provide data for program reviews and facilitate assessment schedule; process, disseminate, and file course evaluations; assist in the input of academic strategic and operational goals.
Other related duties as assigned.
Project ManagementProvide comprehensive support for special initiative events and activities as determined by the Faculty Chair/HR Director.Collaborate with and achieve actionable results with others, build strong and sustainable working relationships, and interact within all levels of the organization.
Stakeholder in Presentation College Culture Maintain a positive public image for the office of Academic Affairs.Provide backup and assistance for other departments or administrative offices as needed. Promote a positive, productive, and inclusive working environment, working collaboratively and cross-functionally with the Presentation College team;Contribute to the overall success of the College by performing special assignments, projects, and other duties as assigned; and
- Maintain confidentiality in all matters related to the Faculty Chair/HR Director and the Director of Institutional Effectiveness’ Offices including personnel, business, and other campus concerns.
Education and Training
Minimum of three years of administrative experience or demonstrated related experience resulting in proficiencies for position required. Associate’s degree or Certified Administrative Professional with experience in education, public relations, marketing, or related field preferred.
Knowledge and Experience
- Above-average written and oral communication skills.
- Strong sense of diplomacy and patience. Requires ability to relate positively, influentially, and sensitively to a broad spectrum of persons in a variety of multi-tiered relationships and settings.
- Proficient in MS Office, including Word, PowerPoint, and Excel applications. Database experience preferred.
- Proficient critical thinking and independent problem-solving skills required.
- Sensitivity to and ability to deal with diverse issues and concerns while maintaining objectivity.
- Ability to meet multiple deadlines by maintaining a high level of organization.
- Self-directed, demonstrating initiative with minimal supervision, prioritizing complex issues, exercising patience and sound judgment while following established guidelines.
- Ability to effectively work under pressure and remain flexible as priorities change.
- Ability to exercise good judgement, discretion, and integrity.
- Appreciation for academic culture.
Normal temperature working environment. Moderate to little amount of noise in the work environment. Friendly, teamwork type of work environment. Routine walking, sitting, and lifting up to 20 pounds.
College Mission, Vision & Values
As part of the Presentation College Learning Community, you will be expected to play a role in supporting the legacy of the Presentation Sisters, in promoting the Mission, living the Core Values, and furthering the Vision.