Assistant to the Vice Provost, Online Learning

Stevenson University•Owings Mills, MD

17d

About The Position

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.

Responsibilities

Provide administrative support for the Vice Provost and manage the Vice Provost’s 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 Provost’s 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 unit’s financial records, and the monthly reconciling of the Vice Provost’s 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 Provost’s 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 leadership’s leave requests and approval of time sheets.
Schedule and monitor the Vice Provost’s 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 Provost’s 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.