Administrative Assistant for Academic Affairs

Provo, UT

Full Time

Experienced

POSITION SUMMARY
The Administrative Assistant for Academic Affairs performs a variety of administrative, clerical, and confidential tasks to support the overall operations of various units within the division of Academic Affairs (Academic Success, Assessment, Curriculum Development, Library). Duties include preparing correspondence, reports, and other documentation, maintaining office records and files, assisting with exam proctoring, and referring students to appropriate Noorda-COM personnel. The Administrative Assistant for Academic Affairs must have the ability to work under minimal supervision and have strong problem-solving skills. This position routinely handles highly sensitive and/or confidential information and will have contact with students, faculty, and staff throughout the division of Academic Affairs.

Office Management and General Support for Academic Affairs

Assist with day-to-day operations of Academic Affairs, ensuring efficiency and professionalism.
First point of contact for visitors and callers for the Office of Academic Success and other Academic Affairs units.
Manage room reservations for the Academic Affairs team and shared conference room space.
Maintain office supplies and equipment; coordinate with facilities and IT to manage any needs of the office or to prepare for in-person or virtual meetings.
Maintain a professional, secure, and welcoming greeting area in Academic Success and other areas in Academic Affairs.
Collaborate with other Academic Affairs support staff to maintain breakrooms, conference rooms, storage closets, and print/copy areas in Academic Affairs.
Serve as a liaison to other college administrative offices.

Assist the Director of Academic Success

Assist with planning and executing special projects, events, and initiatives led by the Director of Academic Success. Assist with scheduling meetings, taking notes, and distributing action items when requested.
Assist students with questions or concerns. Make referrals to internal resources. Update appropriate staff/faculty about student needs. Document outcomes of student requests.
Identify students in crisis and obtain timely referrals or resources. Handle their confidential and sensitive information with discretion. Maintain records of approved student ADA accommodations.
Provide project management for updating the Academic Success handbook, the Peer Tutoring handbook, the Facilitation handbook, etc. Manage collection of relevant changes, document updates to the documents, assist with design and publication. Coordinate with stakeholders across campus in the handbook revision cycle.
Assist with peer tutoring onboarding and new student orientation activities
Assist with management of Academic Communities and Academic Coaching – schedule meetings, provide administrative support.
Prepare and organize meeting agendas, materials, and minutes; follow up on action items.
Screen and prioritize incoming communications, including emails, and correspondence with the intent to allow for maximum efficiency and use of time.
Other duties as assigned.

Assist the Assessment Team

In collaboration with the Assessment Manager, organize and proctor quizzes and exams for COM students including students with accommodations.
Assist the Assessment Manager with scheduling exams, room reservations, etc.
Other duties as assigned.

QUALIFICATIONS

Education and Certification:
Bachelor’s degree preferred. Will consider candidates with extensive experience providing administrative support for personnel and/or organizations.
Experience:

Proven experience as an administrative assistant.
Technical skills and experience with student information systems.
Strong ability in using MS Office (MS Word, MS Excel, MS PowerPoint, etc.) and Google platforms.

Skills & Abilities:

Demonstrable experience working with professional students.
Ability to manage and track budget expenditures – including ability to produce on-demand reports, manage accounts payable for department, and follow up with contractor/vendor/students.
Outstanding communication and interpersonal skills.
Ability to handle data with confidentiality and excellent attention to detail.
Good organizational and time management skills.
Good initiative and able to work with minimum supervision.
Able to multitask and manage competing priorities.
Confident and proactive in liaising with people at all levels and working as part of a team.

Must be:

Able to maintain a high level of confidentiality.
Self-confident, strong leader, skilled decision-maker with ability to lead by influence and effectively communicate with various constituencies across the college.
Exceptional at written, oral presentation, and listening skills.
Able to work independently yet is an effective participant in cross-functional teams.
Self-motivated, self-disciplined, have a strong work ethic and capable of establishing priorities in an executive setting.
Flexible and able to adapt to changing priorities and effectively handle frequent interruptions.
Innovative, resourceful, detailed oriented, with excellent follow through skills.
Capable of balancing multiple projects in stressful situations while meeting deadlines, achieving desired results, and maintaining positive relations while understanding the importance of confidentiality of data and information.

Noorda College of Osteopathic Medicine is an Equal Opportunity Employer and does not discriminate against individuals in any phase of the application or employment phase on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity or expression, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status, veteran status, economic status, genetic identification, political belief, or any other classification protected by applicable local, state or federal laws. We encourage applications from candidates of all backgrounds, experiences, and perspectives. We believe that a diverse and inclusive workforce is essential for fostering creativity and achieving our organizational goals. The College adheres to all relevant government statutes, and state and federal laws.

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