Job Details

Assistant to the Associate VP, Academic Affairs
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Position Number: 5917670
Location: Stevenson, MD
Position Type: Secretary and Administrative Assistants

Assistant to the Associate VP, Academic Affairs

Summary:

This campus-based position provides executive-level administrative support for all activities and programs under the direct purview of the Senior Associate Vice President for Academic Affairs (AVPAA), including, but not limited to, those in the Office of Institutional Research & Assessment (OIRA), the Office of Sponsored Programs and Research (OSPR),the Institutional Review Board, the Zirkin Center for Excellence in Teaching and Learning (ZCETL), the Learning Technology and Instructional Design (LTID) team, the Doctor of Psychology (PsyD) program, and the specialty scholars programs in Academic Affairs. Responsibilities include, but are not limited to, supporting the Senior AVPAA, faculty directors, academic program administrators, and managers in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, data analysis, generation of reports, maintenance of web and portal pages, and clerical duties. Additional responsibilities include providing support to the School of Education Dean and serving as a member of the Provost's Office team and backup to the Assistant to the Executive Vice President & Provost. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.

Department: Academic Affairs: Senior Assoc VP, Acad Affairs & Research

Education/Experience:

Bachelors degree plus two years related experience with progressively more responsible duties, or an equivalent combination of education and experience. Preference given for related work experience in an academic environment.

Knowledge/Skills/Ability:

Exceptional interpersonal and cultural competency skills and demonstrated ability to communicate and work effectively with a wide range of constituencies in a diverse community.
Exceptional skills in handling spreadsheet budgets, department invoices and related analytical tools.
Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
Well-developed ability to set priorities and manage multiple tasks under pressure and to adapt to rapidly changing priorities.
Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing, and typing.
Expert knowledge of MS Office; Word, Excel, PowerPoint, the Internet, and other relevant software. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier, etc.
Ability to take initiative and act with unquestionable integrity and a strong sense of professional ethics.
Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information.
Ability to research and resolve office management problems and questions.
Exceptional skill in prioritizing workflow and managing resources.
Commitment to integrity, excellence, learning, and community.
Ability to travel between campuses as needed.
Ability to work evenings and weekends as needed.

Physical Requirements:

Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions. Close visual acuity. Subject to inside and outside environmental conditions. Position requires additional hours for meetings and events, including days, evenings, and weekends.

Essential Functions:

Provide administrative support for the Senior AVPAA, OIRA, OSPR, ZCETL, LTID team, specialty scholars programs, Doctor of Psychology program, School of Education, and other operational areas as directed.
Develop a strong working knowledge of the policies, practices, and procedures managed by the Senior AVPAA.
Review, analyze, and revise or develop as appropriate the practices, procedures, and documents that support the various operational areas.
Manage logistics of faculty and student funding programs in the OSPR, including receiving applications and distributing to selection committees as appropriate, processing grant awards and reimbursements, and assisting in the maintenance of all records.
Manage logistics of the Institutional Review Board, including creating the full board meeting schedule, monitoring the IRB email inbox, receiving and assigning proposals for review, and communicating IRB decisions with investigators.
Assist the Senior AVPAA in the tracking of all grant-related activities and the logistics of the internal grant pre-approval process, including obtaining relevant signatures on Grant Development and Submission worksheets and other internal approval forms as appropriate.
Manage the hiring process for Graduate Assistants in Academic Affairs, including coordinating with hiring managers to post positions, review applications, and conduct interviews.
Serve as the lead and coordinate the efforts of the Commencement Planning Team.
Ensure regular maintenance and updating of the Provosts Office portal site and associated pages.
Facilitate events as requested, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs and/or agendas.
Serve as the Senior AVPAAs liaison to all departments and vendors on campus, including Sodexo, Security, Conference Services, Facilities, OIT, and others.
Effectively supervise assigned graduate and undergraduate students.
Assist in data collection and the generation of reports for internal and external constituencies as needed.
Process financial transactions including travel reports and vouchers, and miscellaneous bills; maintain financial records, and the monthly reconciling of the Senior AVPAAs budgets.
Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the university, administration, various other schools and departments, and the community in general.
Communicate directives, instructions, messages, and information from the Senior AVPAA to appropriate individuals and groups as required.
Maintain inventory of office supplies; order and distribute office supplies as needed by faculty and staff in the relevant offices.
Maintain and update Senior AVPAAs Office files including confidential employee and student records.
Assess needs and prepare for incoming faculty and staff, including assignment of office space, telephone service, supplies, and furnishings and arrangement of any needed training.
Schedule and monitor the Senior AVPAAs calendar; make travel arrangements.
Facilitate the updating and publication of annual documents, including relevant office portal pages, annual policy manuals, applications, instructions, and others.
Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in a busy environment.
Record and prepare minutes of meetings as requested.
Maintain and update relevant email lists at least twice annually (in fall and spring).
Maintain master calendar of activities related to the Senior AVPAAs areas of responsibility.
Perform literature and/or Internet research on special projects as assigned. Prepare analyses, summaries, and/or reports in the format requested.
Obtain, organize, and share Academic Affairs documents with the Provosts Office as requested.
Work with the Provosts Office on university initiatives and events as requested.
Provide leadership for the Academic Affairs Administrative Assistant team and coordinate regular meetings to foster collaboration and professional development in support of division goals and initiatives.
Serve as backup to the Assistant to the Executive Vice President & Provost upon request.

Reports To: Senior Associate Vice President, Academic Affairs
Work Location: Greenspring
Position Category: Staff
Position Type: Full-Time
Months/Year: 12
Hrs/Week: 40
FLSA: Exempt
Close Date:
Open Until Filled: No

To be considered for this position please visit our web site and apply on line at the following link: stevenson.peopleadmin.com

EOE/AA Employer of Minorities/Females/Veterans/Disability