Executive Assistant to the Associate Provost for Faculty Affairs

DESCRIPTION

Otterbein University is seeking an Executive Assistant to the Associate Provost for Faculty Affairs to provide administrative and clerical support to the Associate Provost for Faculty Affairs (APFA) by performing the following duties: serves as office manager to ensure the APFA’s Office functions efficiently and works as an executive assistant to the Associate Provost on all matters affecting academic programs of the University. This is a full-time, non-exempt, 40-hours a week, 52 weeks a year position.

JOB RESPONSIBILITIES

Maintains the Associate Provost’s calendars, schedules appointments, arranges meetings, monitors phone calls and emails (if requested), handles all incoming and outgoing correspondence, and drafts letters and memos.

Prepares agendas, records minutes, maintains records, and processes correspondence for those committees and meetings designated by the Associate Provost.

Manages data collection for part-time faculty contracts, full-time faculty overloads and all summer faculty contracts for approval by the Associate Provosts. Prepares and distributes faculty contracts via FLAC (Faculty Load and Compensation) and submits contract data to the Payroll Office.

Manages the Chair and Program Director selection process, professional development, and evaluation. Assists the Provost’s Office with maintaining and updating the Chairs database.

Maintains supervisory records in the Associate Provost’s Office for full-time faculty, administrators and staff who report to the Associate Provost. Under the coordination of the Office of the Provost and Sr. Vice President, maintains all records on tenure, interim-tenure, promotion, renewal, post-tenure that come under the review authority of the Associate Provost. Prepares and distributes annual Faculty Performance Evaluations and Assessment materials. Distributes the annual department review rotation schedules, supplied by the Provost’s office, to Department Chairs for their review and approval.

Monitors the faculty review process within the APFA’s Office, ensuring that the review schedule is followed at each level of review. Coordinates the post-tenure review process. Reports back to the Provost’s office those recommendations related to reviews.

Acts as liaison between the Sabbatical Leaves Subcommittee, the Faculty Scholar Development Committee, and the Associate Provost. Processes and tracks all related records.

Oversees the advertising and hiring process of new faculty and administrative staff in Academic Affairs.

Oversees and monitors all budgets for the Office of the Associate Provost and academic departments, referencing the Banner system. Maintains all records and processes all purchase orders, payment vouchers and expense reports and reconciles the monthly credit card statement.

Manages the Faculty Teaching Awards process for the Associate Provost including maintenance of the portfolios for the review committees.

Performs other related tasks, as the needs arise in the office.

Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES: May supervise student employees

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Must possess a bachelor’s degree, and have a minimum of four years of office experience, preferably in an academic setting.

LANGUAGE SKILLS: Must possess strong interpersonal and communication skills including competency in verbal and written English grammar. Must have strong ability to compose, edit, and proofread correspondence and other written documents.

MATHEMATICAL SKILLS: Must be competent in general math.

TECHNICAL SKILLS: Must take pride in and be thorough in quality of work produced; must be able to use general office equipment including office PC with proficiency in a Windows-based environment (Word, Excel and Access preferred), copier, telephone, facsimile machine, etc. Required: typing, proficient computer skills including Microsoft Office Word and Excel (including mail-merges), internet, email, electronic calendar. Preferred: PowerPoint, Publisher and Access. Must have the ability to learn and adapt to various computer programs and use technology as appropriate to complete a task.

REASONING ABILITY: Must possess excellent attention to details; must be self-motivated and a team player and interact collegially with students, faculty, parents, staff and administrators; must be able to exercise sound judgment in unusual/new situations. Must be exceptionally well-organized, able to multi-task efficiently, and exercise initiative. Must be able to keep confidential information.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to spend prolonged periods of time working on an office PC; able to reach, lift to 20 pounds, travel throughout the office to use other office equipment; must be able to hear and make self-heard by co-workers and other constituencies; must be able to see to process work that the position is responsible for completing; must be able to work under deadlines with constant interruptions. Must be able to meet regular and predictable attendance standards.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties are performed in an environmentally controlled office setting.

SUPPLEMENTAL INFORMATION

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University is an Equal Opportunity Educator and Employer.

Otterbein University is committed to providing a welcoming environment free from unlawful discrimination. To this end, the University prohibits any form of discrimination against any person on the basis of race, color, sex, gender, pregnancy, religion, creed, marital status, partnership status, age, sexual orientation, gender identity, gender expression, national origin, disability, military status, or any other legally protected status in its programs and activities. However, the University’s commitment to a nondiscriminatory environment is not intended to abridge unduly its commitment to academic freedom, free speech, or its educational mission. Inquiries or complaints regarding any form of discrimination or harassment may be directed to: Molly Miller, Director of Human Resources