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Beloit College · 2 months ago

Executive Administrative Assistant to the Provost and Dean of the College

Beloit,WI,US

Full-time

Onsite

Mid Level

$20/hr - $21/hr

3+ years exp

Beloit College is seeking an Executive Administrative Assistant to the Provost and Dean of the College for Academic Affairs. This role involves complex administrative work, including managing accounting, organizing events, and assisting with communications and scheduling within the Academic Affairs office.

Higher Education

Responsibilities

Manages Academic Affairs accounting, including approving credit card statements and expense reimbursements for faculty and academic staff reporting to the provost; archives and tracks expenditures, as appropriate

Assists faculty with agreements/contracts for outside vendors, adding provost's signature as needed, and with related requests for payments for outside vendors, as needed

Organizes and coordinates all Academic Affairs activities and events, including the annual Faculty/Staff Recognition Party and Honors Day awards ceremony. Associated duties include coordinating event setup, catering, logistics, print/online materials, and support with other campus offices, as needed; executing event communications with the campus community; in collaboration with the Advancement Office, managing the selection processes for numerous student awards and collecting recipient details; tracking individual award budgets and coordinating fund disbursement; managing post-award disbursement and alumni notifications; managing the selection processes for the Underkofler award and Kang prizes

Assists in Academic Affairs communications

Manages Provost's calendar and makes travel arrangements, as needed

Assists with external reviews of departments and programs, as needed

Assists department chairs with lodging and travel arrangements for faculty search candidate visits, as needed

Manages committee elections and appointments process, including form management, verifying eligibility, managing mailings, and maintaining accurate voter lists. Works with the Faculty Status & Performance (FS&P) Committee and other campus offices to confirm appointments

In consultation with the provost and major committees, constructs and distributes Academic Senate agenda and materials, attends Senate meetings, and takes and produces minutes

Attends and provides technical support for the Learning & Teaching Committee of the Board of Trustees. Takes and produces minutes

Assists the Provost in managing student appeals and honors term applications

Manages the Academic Affairs website

Updates the Administrative Policy Manual (APM) regarding Academic Affairs matters, as needed

Serves as Academic Affairs Support Staff Liaison (coordinating events/answering questions/fielding concerns)

Manages office needs; responds to phone, email, and written communications

Qualification

Accounting knowledgeEvent managementSpreadsheet managementGoogle WorkspaceMicrosoft OfficeDatabase knowledgeInterpersonal skillsCommunication skillsOrganizational skillsProblem-solvingTeamworkAttention to detail

Required

Minimum of three years of progressively responsible administrative experience

Computer literacy and accounting/budgeting knowledge essential; database knowledge preferred

Proficiency creating and managing spreadsheets and analyzing data

Commitment to developing, and contributing to, a work environment welcoming to people with diverse backgrounds, identities, and experiences

Understanding of and commitment to the mission and goals of a liberal arts education

Advanced computer skills required, including experience with Google Workspace, Microsoft Windows, and Office systems

Ability to effectively prioritize, plan, and organize multiple tasks and projects and meet deadlines using diplomatic and organizational skills and a good memory

Exceptional ability to communicate effectively, both in writing and orally, with a wide variety of constituencies, including trustees, faculty, staff, students, and the public

Knowledge of office accounting

Ability to take initiative, think critically, and solve problems

Excellent interpersonal skills. Adept at listening, anticipating, and responding to the needs of individuals and programs

Ability and commitment to maintaining confidentiality as it relates to salary and personnel information

Strong attention to detail in all areas of work including proofreading and project follow-through

Ability to work independently with minimal oversight

Dedicated to teamwork in assisting fellow staff members

Flexibility and willingness to adapt to changing activities, expectations, and responsibilities

This position is located on the third floor, and the employee must be able to travel between floors multiple times per day

The employee must also be able to lift and carry items weighing up to 20 pounds