Administrative Assistant to the Provost/COO at Alfred… · Alfred

The Administrative Assistant to the Provost and Chief Operating Officer provides a high level of support to the office and its functions.  This position is the first line of contact for calls and visitors. This position is an integral part of the Provost/COO team and works closely with the Executive Assistant and acts as their right-hand, assisting both Provost and the Executive Assistant as needed, and working cooperatively with the President’s office and staff.  This position requires the highest level of confidentiality, discretion, and professionalism, representing Academic Affairs to the campus community and outside world.  

Salary: $16.72-$17.68/hour, depending on experience.

General Office Duties:

• Maintain/Manage Jordan Hall Conference Room calendar.
• Order office supplies, as needed.
• Post/pick up mail

Essential Functions:

1. PAFs/RRFs
   • Responsible for managing the flow of all Recruitment Requisitions Forms and Personnel Action Forms for employees/divisions that report to the Provost/COO. This includes making sure the parameters on the RRF are accurately reflected on the PAF, and keeping the Provost/COO abreast of inconsistencies.
   • Liaison between deans' offices/administrative offices and HR for tracking RRFs/PAFs, employment forms/contract offers.
   • Generate Allen Term, Summer term and Common Ground teaching contracts and PAFs. Ensure faculty/adjuncts are paid based on accurate enrollment figures after running Banner reports, and in a timely manner.
2. Maintain Provost Dashboard
   • Research, input, and maintain the information in the Provost Dashboard, tracking programs and new initiatives, faculty, scholastic standards, accreditation.
   • Run reports through Slate/Banner as needed for Provost and Dashboard
3. Promotion and Tenure Process
   • Organize the promotion and tenure process for all six academic units.
   • Coordinate with deans' administrative assistants to collect all relevant materials and generate workable documents and spreadsheets for the Provost.
   • Generate all P and T letters to faculty, incorporate the Provost's comments and send securely through NextCloud.
   • Ensure all letters that need signatures are returned and sent to HR with appropriate
     PAFs/documentation as needed.
   • Prepare Sabbatical letters and PAFs, and ensure timely delivery to HR.
4. Faculty records
   • Maintains electronic folders for each faculty member with CV and other pertinent information.
   • Coordinate logistics of Excellence in Teaching Awards and Faculty Scholar Awards, print certificates/check requests and provide all to Registrar's office for Honors Convocation.
5. Accreditation
   • Serves as administrative support for preparation and submission of MSCHE accreditation reports and other accreditation processes.
   • Submit and track submissions for new programs to NYSED.
   • Maintain documentation of accreditation reports and update provost dashboard accordingly.
   • Notifies relevant university offices of program changes.
6. Annually compile and update organizational charts for each of areas that report to the Provost/COO. Ensure the website is updated with the new info.
7. Annually compile and update University Standing Committees for each of areas that report to the Provost/COO. Ensure the website is updated with the new info.
8. Periodically review the Provost web page and make necessary adjustments, update forms/documents as needed.
9. Track academic dishonesty cases.
10. Assist in the on boarding/training of Administrative Assistants on Alfred's routines/systems/procedures, etc.
    • Provide ongoing support
11. Assists in preparing for events sponsored by the Provost's Office. These events may include working outside normal business hours as needed.
    • Undergraduate Commencement & Masters/PhD Ceremony
    • AUNY Commencement, including travel to NYC
    • Opening Convocation
    • Honors Convocation
12. Edit correspondence/brochures for the Executive Assistant and Provost/COO, as needed.

Other Duties & Responsibilities:

• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives.
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students.
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience.
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment.
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols.
• Effective written and oral communication skills.
• Contributes to the overall success of the University by performing other duties as assigned.

Qualifications - Education & Experience, Knowledge, Skills & Abilities:

• Formal Education: A.A. with appropriate training: B.A. preferred.
• Experience: Three to five years of secretarial experience working in a confidential office environment is required. Prior experience in higher education desirable.
• Additional Knowledge/Skills: Experience and discretion in handling confidential material and topics is of highest priority. Outstanding interpersonal skills and be able to work as part of a team. Have strong organizational, written, and oral skills and the ability to identify, prioritize, and complete multi-task projects as required. Flexibility and the ability to work independently and demonstrated commitment to ongoing professional development desired. High proficiency in Microsoft office suite. Knowledge of Banner desirable.

Physical Demands & Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals. 

About Alfred University
Lighting the way for students since 1836. "We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836." 

Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities. 

Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu.