Academic Administrative Assistant
As the academic administrative assistant, you will provide support to the university’s academic services administration with academic projects and university initiatives under the direction of the senior vice president for academic services, the vice president for academic services, and the assigned school dean or associate dean. In this role you will provide coordination support, maintain a comprehensive project timeline through measurable goals and meet benchmarks, maintain the assigned dean/associate dean’s calendar and schedule, and maintain excellence in office operations and procedures. Responsibilities include acting as a representative of the office of academic services and a professional role model through all interactions and professional appearance, hosting visitors and guests of the dean/associate, sharing achievements and accolades with guests to articulate why SCAD is the preeminent source of knowledge in the disciplines we teach, and liaising various departments.
In the position of administrative assistant, you must follow and articulate university policies and procedures and distribute information to departments. You will coordinate and manage meetings and travel arrangements, prepare travel requests and related forms, compile information for reports, research and compile statistical reports, proactively maintain departmental and school data, and organize all written departmental communication and business in a timely manner. Responsibilities include coordinating with HR on new hires, preparing quarterly teaching rosters, compiling faculty Curriculum Vitae (CV) annually, maintaining a filing system, running official errands, participating in events and activities as needed, and managing attendance tracking. As the assistant you must collect and review documents submitted for quarterly curriculum council, prepare executive summaries, contribute to the execution of student course evaluations, and collaborate with internal partners to support students and address their concerns in an expeditious manner.
Departmental responsibilities include coordinating and reviewing quarterly departmental reports on all projects pertaining to the promotion of the school and with award and ranking submissions. You must ensure that all facilities within your assigned school showcase the best student work and assist academic departments with their questions. You must also assist students with questions about academic policies or provide direction to the appropriate office and attend departmental meetings on a quarterly basis. Additional responsibilities include tracking departmental budgets and purchase requisition and acting as a liaison with the travel office and purchasing department.
The ideal candidate must demonstrate advanced project and people management skills through operational and administrative responsibilities, including tasks that require confidentiality, accuracy, punctuality, responsiveness, and agility. They must be able to work independently and collaboratively with the initiative to stay on and ahead of tasks. The assistant leads the departmental administrative assistants within the assigned school on academic projects and university initiatives and collaborates with the academic operations managers to help academic departments meet requirements and deadlines.
Minimum Qualifications:
• Bachelor’s degree with at least two years of related experience
• Demonstrated success working with executive-level personnel
• Excellent communication, organizational, and project management skills
• Ability to multitask and manage deadlines with a commitment to discipline, honesty, and integrity
• Computer skills including Microsoft Office software suite, BANNER, or similar database
Preferred Qualifications:
- Adobe Creative Suite skills
Certificates, licenses, and registrations:
- Valid driver’s license
Travel Required:
- Less than 10%
Work Hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.
ADA Tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.
