Administrative Assistant

Texas Wesleyan University Portal•Fort Worth, TX

22d•Onsite

About The Position

Responsible for managing a variety of administrative and operational functions, including maintaining confidential faculty records and preparing sensitive communications for faculty and staff. Key duties include management of operations such as purchasing, paying invoices, assisting with position postings, monitoring office emails and phones, and planning and staffing academic events (e.g., commencement activities and Board of Trustees committee meetings). This position is in-person Monday through Friday, 8:00 a.m. to 5:00 p.m., with some after-hours work required.

Requirements

Maintaining confidential faculty records
Preparing sensitive communications for faculty and staff
Management of operations such as purchasing
Paying invoices
Assisting with position postings
Monitoring office emails and phones
Planning and staffing academic events
Serving as receptionist
Monitoring and providing assistance with the division’s budget
Tracking and overseeing awards and charges
Processing credit card purchases/statements
Handling requisitions/purchase orders
Managing invoices & vendor payments
Ordering supplies & services
Tracking stipends
Creating, generating and managing faculty decision correspondence and implementation
Collaborating with Human Resources on faculty workforce planning, onboarding, credentialing, and orientation of new faculty
Verifying and maintaining faculty credentials and files
Scheduling events and reserving venues
Overseeing maintenance and organization of office
Making travel arrangements
Reviewing expense reimbursements
Preparing data for reports and presentations
Processing timesheets for hourly staff, salaried staff and student workers
Providing support relating to the Board of Trustees’ Academic Affairs and Student Life Committee
Providing SACSCOC Accreditation support
Serving as additional office support functions for the Provost Office
Assisting with planning and coordinating events hosted by the Provost’s Office
Performing other duties as assigned by the Provost

Responsibilities

Serve as receptionist for the Office of the Provost, including opening the office, greeting visitors, providing information and referrals, adhering to and communicating university policies, monitoring office email accounts, answering telephones, taking messages, checking voicemail, and routing calls.
Maintain appointment calendars, schedule meetings, and reserve meeting venues for Provost and Associate Provosts.
Monitor and provide assistance with the division’s budget, including tracking awards and charges, credit card purchases/statements, requisitions/purchase orders, invoices & vendor payments, ordering supplies & services, and tracking stipends.
Work with provosts, deans, and faculty to create, generate, and manage faculty correspondence and implementation related to appointments, reappointments, tenure, promotion, faculty development, and sabbaticals.
Collaborate with Human Resources on faculty workforce planning, onboarding, credentialing, and orientation of new faculty.
Verify and maintain faculty credentials and files.
Schedule events and reserve venues.
Oversee maintenance and organization of the office.
Make travel arrangements and review expense reimbursements.
Prepare data for reports and presentations.
Process timesheets for hourly staff, salaried staff, and student workers.
Provide support relating to the Board of Trustees’ Academic Affairs and Student Life Committee.
Provide SACSCOC Accreditation support.
Serve as additional office support functions for the Provost Office.
Assist with planning and coordinating events hosted by the Provost’s Office (Graduation, Robing & Hooding, Awards Day, Faculty Development Seminars/Orientations, etc.).
Perform other duties as assigned by the Provost.