Executive Administrative Assistant to the Provost and Dean of the College bei Beloit College

Occupational Summary:

This position serves primarily as executive assistant to the Provost and Dean of the College for Academic Affairs. This position performs complex administrative work dealing with a wide variety of situations involving the clerical, administrative, and operational functions of the office and requires a high degree of individual judgment and initiative with minimal instruction or supervision. The ability to communicate effectively with students, faculty, staff, and others is essential. Academic Affairs has responsibility for developing and evaluating academic programs and staff, guiding academic planning and faculty initiatives, and ensuring effective collaboration between the academic program and student life.

Schedule:

Full-Time: 10 months

Part-Time: 10 weeks during summer

Compensation:

Salary: $36,000 - $38,000 annually

Benefits Eligible (Amazing Benefits)

Characteristic Duties and Responsibilities:

• Provost's Office Accounts Management

1. Manages Academic Affairs accounting, including approving credit card statements and expense reimbursements for faculty and academic staff reporting to the provost; archives and tracks expenditures, as appropriate.
2. Assists faculty with agreements/contracts for outside vendors, adding provost's signature as needed, and with related requests for payments for outside vendors, as needed.

• Provost's Office Event Management

1. Organizes and coordinates all Academic Affairs activities and events, including the annual Faculty/Staff Recognition Party and Honors Day awards ceremony. Associated duties include
   1. coordinating event setup, catering, logistics, print/online materials, and support with other campus offices, as needed;
   2. executing event communications with the campus community;
   3. managing the selection processes for numerous student awards and collecting recipient details; tracking individual award budgets and coordinating fund disbursement; managing post-award disbursement and alumni notifications.
   4. managing the selection processes for the Underkofler award and Kang prizes.

Management of these events demands precision, multitasking, and cross-department coordination to ensure a seamless event and celebratory experience for recipients and all in attendance.

• General Provost's Office Management

1. Assists in Academic Affairs communications.
2. Manages Provost's calendar and makes travel arrangements, as needed.
3. Assists with external reviews of departments and programs, as needed.
4. Assists department chairs with lodging and travel arrangements for faculty search candidate visits, as needed.
5. Manages committee elections and appointments process, including form management, verifying eligibility, managing mailings, and maintaining accurate voter lists. Works with the Faculty Status & Performance (FS&P) Committee and other campus offices to confirm appointments.
6. In consultation with the provost and major committees, constructs and distributes Academic Senate agenda and materials, attends Senate meetings, and takes and produces minutes.
7. Attends and provides technical support for the Learning & Teaching Committee of the Board of Trustees. Takes and produces minutes.
8. Assists the Provost in managing student appeals and honors term applications.
9. Manages the Academic Affairs website.
10. Updates the Administrative Policy Manual (APM) regarding Academic Affairs matters, as needed.
11. Serves as Academic Affairs Support Staff Liaison (coordinating events/answering questions/fielding concerns).
12. Manages office needs; responds to phone, email, and written communications.

• Performs similarly related duties as assigned

Credentials and Experience:

1. Preferred Bachelor's degree or equivalent experience and training.
2. Minimum of three years of progressively responsible administrative experience.

Knowledge, Skills, and Abilities:

1. Computer literacy and accounting/budgeting knowledge essential; database knowledge preferred.
2. Proficiency creating and managing spreadsheets and analyzing data.
3. Commitment to developing, and contributing to, a work environment welcoming to people with diverse backgrounds, identities, and experiences.
4. Understanding of and commitment to the mission and goals of a liberal arts education.
5. Advanced computer skills required, including experience with Microsoft Windows and Office systems.
6. Ability to effectively prioritize, plan, and organize multiple tasks and projects and meet deadlines using diplomatic and organizational skills and a good memory.
7. Exceptional ability to communicate effectively, both in writing and orally, with a wide variety of constituencies, including trustees, faculty, staff, students, and the public.
8. Knowledge of office accounting.
9. Ability to take initiative, think critically, and solve problems.
10. Excellent interpersonal skills. Adept at listening, anticipating, and responding to the needs of individuals and programs.
11. Ability and commitment to maintaining confidentiality as it relates to salary and personnel information.
12. Strong attention to detail in all areas of work including proofreading and project follow-through.
13. Ability to work independently with minimal oversight.
14. Dedicated to teamwork in assisting fellow staff members.
15. Flexibility and willingness to adapt to changing activities, expectations, and responsibilities.

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.