Senior Academic Administrative Assistant

Austin Peay State University•Clarksville, TN

About The Position

The Senior Academic Administrative Assistant for the Honors College is responsible for a wide variety of administrative support duties for the Dean, Associate Dean, and Faculty Directors. This may include the monitoring and updating of faculty workload, monitoring and reconciliation of numerous budgets, special event planning and coordination, and other associated administrative duties.

Requirements

Minimum of an Associate's Degree.
Previous office experience.
Ability to efficiently operate a personal computer and associated software (Outlook, Word, Excel, etc.) and Elusion Banner.
Ability to communicate effectively and appropriately.
Ability to maintain confidentiality of records and information.
Ability to interact in an effective and appropriate manner with the University community and the public.
Ability to detect and correct grammatical and spelling errors in written correspondence.
Ability to handle multiple tasks simultaneously.

Responsibilities

Greet visitors, answer incoming calls and emails, serve as a reference to students, faculty, the university community, advisory boards, and the public.
Process requisitions, payment authorizations, assist with purchases.
Process travel authorizations, travel claims, purchase airline tickets, make hotel reservations, reserve cars, process conference registrations, request and distribute funds in advance for students and supervisors.
Maintain and reconcile corporate cards.
Verify overload compensation and adjunct pay, assist departments with faculty hiring process.
Review all documents submitted by departments submitted for signature.
Generate college specific reports such as course scheduling, budget, DFW reports, enrollment, retention reports, and faculty workload reports.
Review departmental workload reports for accuracy.
Plan and execute college events such as: college awards ceremony, camps, recruitment events, alumni events and advancement events.
Submit work orders, key requests, and swipe card access.
Provide training, support, and coverage for the Dean, Faculty Directors, and their areas, ensuring that they receive training and updates on changes in software and procedures.
Foster a collaborative environment between units to assist in furthering the vision for the College as a whole.
Supervise and assign work to student employees.
Maintain leadership and college calendar.
Arrange and organize meetings.
Take accurate meeting minutes and distribute to necessary parties.
Provide general policy guidance on the RTP process.
Serve as administrative support for hiring committees when Dean is chair or as requested.
Maintain files for office and serve as College Records Custodian.
Maintain college web page.
Review and correct bulletins.
Oversee all financial activity for numerous college/departmental budgets; reviewing financial transactions and other documents for accuracy, ensure availability of funds, and compliance with laws and institution regulations and policies, etc.
Perform other related duties as assigned.