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Administrative Assistant To Provost

Company

Oglethorpe University

Address Atlanta, GA, United States
Employment type FULL_TIME
Salary
Category Higher Education
Expires 2023-07-09
Posted at 9 months ago
Job Description
Responsibilities
Oglethorpe University, a liberal arts university in Atlanta, GA, seeks an energetic and detail oriented Administrative Assistant to provide support to the Office of the Provost. The successful candidate will be service oriented, thrive working in a fast paced and dynamic environment, excel in customer service and empathy, and have a track record of being a proactive and collaborative team member. In collaboration with the Provost’s Executive Assistant, specific responsibilities include, but are not limited to:
Office Reception
  • Welcome and assist all walk-in guests to the Office of the Provost.
  • Ensure the Office of the Provost operates at the highest level with minimal interruptions including maintaining physical office spaces.
Communications
  • Communicate verbally, in writing, and on digital platforms with stakeholders including faculty, students, staff, trustees, alumni, and others.
  • Assist with the management of multiple email accounts and determining how to prioritize responses to proactively communicate.
  • Maintain the Office of the Provost’s web site in collaboration with the University’s Communication Department.
  • Edit and Publish the Provost’s monthly eNewsletter. Tasks include collecting and managing content.
Calendar & Other Duties
  • Provide calendaring and administrative support to the Associate Provost(s).
  • Assist with special events hosted by the Office of the Provost. This includes planning and executing ad-hoc academic events, including faculty orientation, convocation, commencement, etc.
  • Assist with scheduling appointments to create win-win situations for direct access to the Provost’s time.
  • Follow through on projects and special assignments to successful completion, often with deadline pressures and minimal oversight.
  • Other duties and responsibilities as required.
Committee Support
  • Gather, organize, and disseminate confidential materials for promotion and tenure, faculty awards, and other faculty or student recognitions.
  • Assist the OOP with the Provost’s committee work by drafting agendas, editing PowerPoint presentations, ensuring the accuracy of spreadsheets, creating briefing documents, taking minutes, etc., (e.g. Faculty Council, Academic Program Committee and ad hoc committees, as assigned.)
Travel & Purchasing Requests
  • Assist with the Provost’s travel and purchase requests, reconciling associated expenses, and advancing any of the Provost’s reimbursement requests to Accounts Payable in a timely fashion.
  • Process faculty and departmental check requests by reviewing for accuracy, advancing them to the Provost for her review/signature, then, advancing them to Accounts Payable.
Preferred Qualifications
  • Experience working in higher education, particularly with faculty.
Minimum Qualifications
  • Bachelor's degree OR equivalent combination of education, experience, and training.
  • Exceptional interpersonal skills and ability to build and maintain relationships.
  • Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Adobe, etc.)
  • Exceptional planning and organizational skills that reflect the ability to perform and prioritize multiple tasks with an excellent attention to detail.
  • Responsiveness to internal and external requests.
  • Proficiency with Zoom, Microsoft Teams, and other remote meeting technologies.
  • Expert level written and verbal communication skills.
  • Demonstrated ability to use sound judgment, discretion, integrity, and ethics.
Additional Information
  • This is an in-person position with some opportunities to work remotely.
  • Working evenings, early mornings, or partial weekend may occasionally be required.
Application review will begin immediately and continue until the position is filled.