Stevenson University Online (Official Page) · 2 months ago
Assistant to the Vice Provost, Online Learning
Stevenson, MD
Full-time
Onsite
Entry Level
2+ years expStevenson University Online is seeking an Assistant to the Vice Provost for Online Learning who will provide administrative support for various activities within the university's online learning and instructional design units. The role includes managing communications, coordinating events, supervising student workers, and handling confidential information while ensuring effective operations within the Vice Provost's office.
Higher Education
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
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
Qualification
Required
Bachelor's degree plus two years of related experience with progressively more responsible duties, or an equivalent combination of education and experience
Exceptional interpersonal, cultural competency, and customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community
Exceptional skills in handling spreadsheets, budgets, department invoices, and related analytical tools
Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing and typing
Expert knowledge of MS Office 365, including: Word, Excel, Outlook, PowerPoint, etc., the internet, and other relevant software
Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier, etc
Ability to take initiative and act with unquestionable integrity and a strong sense of professional ethics
Ability to manage multiple tasks under pressure and adapt to rapidly changing priorities, while adhering to deadlines
Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information
Ability to research and resolve office management problems and questions
Exceptional skill in prioritizing workflow and managing resources
Ability to take initiative and work independently to accomplish work assignments
Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow
Commitment to integrity, excellence, learning, and community
Ability to travel between campuses as needed
Ability to work evenings and weekends as needed
Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects
Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions
Close visual acuity
Position requires additional hours for meetings and events, including days, evenings, and weekends
Company
Stevenson University Online (Official Page)
Stevenson University Online (SUO) delivers high-quality, career-relevant programs in a personalized environment.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase