Administrative Assistant-Associate Provost

University of Tampa•Tampa, FL

1d•Onsite

About The Position

The Administrative Assistant will report to the Associate Provost for Academic Affairs and the Associate Provost for Faculty Development & Success in the Office of the Provost. This position will largely be responsible for the day-to-day operations of the office, coordinating appointments and communications, budget tracking, and event coordination.

Requirements

High school diploma or equivalent, supplemented with course work in office management, bookkeeping, etc.
Five years of related work experience, preferably in a postsecondary education environment.
Ability to coordinate resources for major projects and tasks involving multiple entities.
Ability to learn and apply institutional policies and procedures.
Ability to work independently with limited direction; must be able to anticipate and meet the needs of this position.
Attentive to the details of tasks and projects.
Ability to master Workday and Adobe functionality.
Ability to manage budgetary functions.
Ability to extract data from conversation and documents.
Ability to maintain confidentiality.
Ability to maintain records and files, archiving materials as necessary.
Demonstrated ability to work well with diverse individuals and groups in a fast-paced environment.

Nice To Haves

Associate’s or Bachelor’s degree

Responsibilities

Provide administrative support to the Associate Provosts including maintaining calendars and scheduling and assisting with meetings, conferences, and special events;
Track and maintain departmental budgets and restricted accounts, correct and/or balance items or accounts;
Ensure payment and/or transfer of funds to cover stipends and period activity pay;
Perform office/administrative duties; check figures and forms for accuracy; prepare forms and record for budgets, personnel actions, and other forms; provide policy or procedural information; order office equipment and supplies, and maintain inventory;
Conduct research, investigate queries, and perform other data-gathering tasks;
Help onboard new faculty, assist with faculty development workshops, and coordinate with the Office of the Provost for annual contracts;
Updates websites and coordinates directory information;
Organize multiple committee meetings, take minutes, and coordinate follow-up tasks;
Maintains files for each faculty member;
Assists with communication for tenure and promotion and sabbaticals;
Maintains general knowledge of university policies and the Faculty Policies and Procedures Handbook;
Interfaces with faculty, staff and students in a professional manner.