Job Details

Assistant to the Vice Provost, Online Learning

Position Number: 6058728
Location: Stevenson, MD
Position Type: Administrative Vice Presidents

Assistant to the Vice Provost, Online Learning

Summary:

Under direct supervision of the Vice Provost, Online Learning, this position provides administrative support for all activities in the Stevenson University Online (SUO) and Learning Technologies and Instructional Design (LTID) units. Responsibilities include supporting the vice provost, directors, and assistant directors in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support and planning for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, and clerical duties. Independent judgment is required to plan, prioritize, and organize a diversified workload with designated deadlines. Some evening and weekend hours may be required.

Department: Stevenson University Online: Dean's Office

Education/Experience:

Bachelors degree plus two years of related experience with progressively more responsible duties, or an equivalent combination of education and experience.

Knowledge/Skills/Ability:

Exceptional interpersonal, cultural competency, and customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Exceptional skills in handling spreadsheets, budgets, department invoices, and related analytical tools.
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 365, including: Word, Excel, Outlook, PowerPoint, etc., 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 manage multiple tasks under pressure and adapt to rapidly changing priorities, while adhering to deadlines.
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.
Ability to take initiative and work independently to accomplish work assignments.
Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
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. Position requires additional hours for meetings and events, including days, evenings, and weekends.

Essential Functions:

Provide administrative support for the Vice Provost and manage the Vice Provosts Office.
Provide administrative support for SUO staff and the LTID team as needed.
Serve as initial contact for faculty, students, and the general public. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the school, administration, various other schools and departments, and the community in general. Answer Vice Provosts phone and direct as appropriate.
Facilitate all SUO events, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs, handouts, and/or agendas. Manage scheduling of SUO spaces, including maintenance of a schedule of all events in these spaces. Serve as a point of contact for Conference Services in relation to events scheduled in SUO spaces.
Serve as the SUO liaison to all departments and vendors on campus, including Sodexo, Security, Conference Services, Facilities, OIT, and others.
Effectively supervise graduate and undergraduate students as assigned.
Assist in preparing and monitoring the operating budget. Track and monitor expenditures and report on status. Handle the processing of financial transactions, including, but not limited to, invoices, pcard charges and reconciliation, travel reports and vouchers, budget, and supply requests.
Assist in data collection and the generation of reports for internal and external constituencies as requested.
Process financial transactions including expense reports, travel reports, and vouchers, and miscellaneous bills; maintain units financial records, and the monthly reconciling of the Vice Provosts budgets.
Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in an extremely busy office.
Communicate directives, instructions, messages, and information from the Vice Provost to appropriate individuals and groups as required.
Maintain inventory of office supplies; order and distribute office supplies as needed by SUO and LTID staff.
Maintain and update Vice Provosts Office files including confidential employee and student records.
Assist in all aspects of the recruiting process for new staff, including maintaining a confidential database and files with current application information.
Manage SUO and LTID leaderships leave requests and approval of time sheets.
Schedule and monitor the Vice Provosts calendar; make travel arrangements.
Attend, record and distribute the minutes of meetings held in SUO as requested.
Provide appropriate customer service to faculty, staff, students, and the public at large. Assess customer service procedures for effectiveness and initiate action to improve quality of services.
Ensure that SUO Standard Operating Procedures (SOP) are in place and up to date, and create new SOPs as needed to support workflow and operations.
Obtain, organize, and share Academic Affairs documents with the Provosts Office as requested.
Collaborate with other Administrative Assistants in Academic Affairs on campus-wide initiatives and events, including commencement and convocation as requested.
Collaborate with School Administrative Assistants on SUO program-related events such as Graduate Residency Programs and Symposia as requested.

Reports To: Vice Provost, Online Learning
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