Administrative Assistant to Academics

Everglades University•Boca Raton, FL

About The Position

The Administrative Assistant to Academics acts as a liaison between the Academic Department and faculty, staff, and the University community. The role performs routine clerical and administrative duties and assists with coordinating general office functions, campus administrative functions, and event planning. The position supports accreditation work by researching and compiling documentation, prescreening faculty documents and qualifications, ensuring paperwork is complete and compliant with accreditation standards, and maintaining faculty files and credentialing documents. It coordinates and tracks academic document collection and storage, updates and audits electronic faculty files and the faculty database, and runs routine reports. The assistant maintains and distributes Academic Department personnel schedules, and helps schedule, coordinate, attend, take notes, and compile minutes for academic events and meetings, including PAC, Curriculum, Assessment, departmental, and staff meetings. The role also maintains and orders office supplies for the VPAA's Office, answers and forwards telephone calls and messages, and disseminates information and updates. The work requires extensive use of a student database, accreditation software, a learning management system, and Microsoft Office, especially Word, Excel, and Outlook. Other special projects may be assigned as needed.

Requirements

Bachelor's degree from a four-year college or university, and 1–2 years of related experience and/or training, or an equivalent combination of education and experience.
Knowledge of Microsoft Word, Excel, and Outlook.
Ability to work under pressure, multitask, and work as part of a team.
Excellent spoken and written communication skills.
Strong interpersonal skills.

Responsibilities

Act as liaison between the Academic Department and faculty, staff, and the University community.
Research and compile documentation for accreditation as directed.
Maintain and distribute Academic Department personnel schedules as required.
Schedule and coordinate academic events and meetings; attend, take notes, and compile minutes for PAC, Curriculum, Assessment, departmental, and staff meetings.
Maintain and order office supplies for the VPAA's Office.
Assist with maintaining faculty files and credentialing documents.
Coordinate and track academic document collection and storage.
Run routine reports and disseminate information and updates.
Answer telephone calls in a timely manner and forward messages to recipients.
Prescreen and review faculty documents and qualifications.
Ensure faculty paperwork is complete and complies with accreditation standards.
Update and audit electronic faculty files and the faculty database.
Assist with campus administrative functions, answering phones, and event planning.
Assist with other special projects as needed.