Administrative Assistant, Office of Academic Affairs

JOB The Administrative Assistant in the Office of Academic Affairs is tasked with coordinating and executing a variety of key administrative functions to support the operations of the Department of Academic Affairs. We seek an individual who will bring enthusiasm and initiative to a hardworking, collaborative team. Position Type and Expected Hours of Work: Full time, Monday – Friday (40hrs per week) EXAMPLE OF DUTIES Perform regular administrative assistant duties: order office supplies for various departments; screen calls and distribute mail; photocopy, scanning and filing. Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.•Maintain the Vice President for Academic Affairs’ calendar and phone communication including scheduling of appointments and coordination of group meetings.•Assist in departmental budget planning. Monitor division/department expenditures and process budget documents.•Utilize electronic filing record system.•Organize, coordinate and announce various activities/events, including arranging for all necessary facilities, catering, scheduling .•Maintain and revise, as directed, written documents related to assigned functions, such as policy and procedure manuals, instructional materials, etc.•Work closely with the Division of Student Experience in preparation and organizing commencement week activities.•Prepare, transcribe and disseminate agendas/minutes for committees or councils; (Faculty Assembly, Faculty meetings, Academic Affairs Committee)•Collect and monitor storage of course syllabi and final exams from all divisions for the purpose of accreditation.•Plan and prepare a variety of regular and special reports related to assigned functions involving background research, compiling and analysis of data from a variety of sources and so forth.•Compile adjunct faculty payroll and full-time faculty stipends from each Division and work with Human Resources to ensure faculty contracts are accurate each term.•Process faculty travel expense reports.•Coordination of calendars for the Education and Leadershippersonnel.•Complete the federal Title II report for Education annually.•Complete Live Text data entry and make matches for student teachers and EFE students bi-annually.•Obtain DOL approvals for student teachers.•Enter NPRs in NeoEd for various departments and schedule/manage faculty on-campus interviews.•Track and file transmittals and obtain signatures for approved courses and programs for UCC and Faculty Senate.•Edit Acalog catalog copy for VPAA, A&S and Education.•Track full-time faculty workloads and overloads.•Prepare substitute and course takeover memos.•Other duties as assigned. SUPPLEMENTAL INFORMATION Applicants should apply online and include a cover letter along with resume/CV at: https://www.schooljobs.com/careers/rivieredu/jobs/5332350/administrative-assistant-office-of-academic-affairsAll applications and nominations will be considered highly confidential. Review of applications will begin immediately and continue until the position is filled.Rivier University does not discriminate on the basis of race, color, national origin, religion, age, veteran or marital status, sex sexual orientation, gender identity, or disability in admission or access to, treatment in, or employment in its programs and activities, and Title IX requires that the University not discriminate on the bases stated above.