Administrative Assistant

Apply now Job no: 498389
Department: Office of the Provost
Work type: staff full-time exempt
Location: Huntsville, AL
Categories: Administrative - Professional

Purpose of the Position:

The Administrative Assistant will provide moderate to complex administrative and academic support to the Associate Provost and the Office of Academic Affairs. Serves as the primary assistant for undergraduate student issues, including academic integrity. Serves as the primary point of contact interfacing with all stakeholders, as well as University administrators and colleagues across the campus. Performs a variety of coordination and logistical services in support of the Associate Provost.

• Provide moderate to complex administrative, and academic support for the Associate Provost and the Office of Academic Affairs, and maintain a
professional office environment.
• Create, compose, draft, review and edit memoranda, filing documents, and prepare presentations.
• Greet visitors, refer to appropriate office/unit, answering general inquiries, and routing requests appropriately.
• Serve as primary point of contact to the Provost for questions, requests for information, and concerns of faculty, staff, and students, and maintain a
positive professional office environment, and interface with all stake holders.
• Manage Associate Provost’s calendar, schedule and organize activities such as meetings, travel, conferences and department activities for members of
the department.
• Prepare itineraries, and reimbursement, coordinates meeting times and prepare meeting materials
• Use sound judgement and discretion in the management of undergraduate Academic Integrity issues, Academic Student Misconduct Complaints,
Student Appeals, BETA Team matters, Student Scheduling Issues, Academic Warning, Probation, Withdrawals, Drops (after drop/add).
• Serve as primary point of contact for undergraduate student issues.
• Update faculty rosters and Banner records, scan documents to electronic files, manage and maintain confidential files and documentation.
• Compile, analyze, and report data regarding undergraduate students.
• Manage communications with Alumni and donors.
• Manage and update department website.
• Develop templates and utilize cloud-based email marketing platform (e.g., Emma Email).
• Relay messages and disseminate information on behalf of the Associate Provost.
• Facilitate interactions with visitors, faculty, staff, and students.
• Assist with and participate in special projects and events such as Commencement, NSF Advance, College Academy, and New Faculty Orientation.
• Serve as the academic liaison for commencement and convocation activities.
• Perform other duties as assigned.

Minimum Requirements:

• Bachelor’s degree or an equivalent combination of education and years of experience
• 3-5 years of full-time verifiable administrative work experience
• Proficiency in Microsoft Office and Google suite
• Must have excellent verbal and written communication skills
• Must have strong proof-reading and editing skills with a high level of organization, interpersonal skills, and independent thinking.
• Must have experience with international communications.

Desired Qualifications:

• Bachelor’s degree is preferred
• Experience with Banner, Adobe is desired
• Experience in a university setting is preferred

Published Salary (if available):

$38,000 - $42,000

Advertised: Central Daylight Time
Applications close:

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Please note, job openings are posted for a minimum of three (3) business days and may be removed from the job posting board and filled any time after the minimum posting period has ended.