Administrative Assistant, Academic Services

Job Description Summary
Reporting to the Academic Operations Manager this position is responsible for providing administrative support to the offices of the Dodge College Film and Media Arts chairs and associate deans. Performs short and long term tasks with exemplary attention to detail delivering service to students faculty and staff. Acts as the main liaison between faculty students and the Academic Leadership. Recommends academic administrative policies; manages their dissemination. Maintains academic records and databases. Tracks parttime lecturer contracts and stipends. Coordinates and tracks students graduation requirements and deliverables. Manages the assignment of program advisors to new students. Maintains and updates academic documents and assists with written correspondence editing and proofreading for the Academic Leadership. Assist with events and other duties as assigned.

Responsibilities
Academic Administrative Support to Dodge College Academics Issue all permission numbers for enrollment as needed based on Chair decisions troubleshooting issues and discrepancies Maintain parttime lecturer records and confidential documents tracking and updating pay rates Assist with the parttime lecturer hiring process and initial orientation generating and sending contracts and routing forms for signature and approval Serve as a liaison for part time lecturers fielding questions to appropriate departments as necessary Track accomplishments and timelines of projects for internal reporting Assist the academic team with the course scheduling process as needed Serve as administrative liaison for student awards managing shared email inbox facilitating funds distribution per Awards Committee Track syllabi and textbook submissions and conduct audit each semester Provide support to the front office student staff act as backup to Student Support Coordinator Track graduate student thesis proposals and completion paperwork process thesis review paperwork for payment Assist with planning academic activities for orientation week Assist with responding to academic support emails as needed Assist with special events Assistant to DCFMA Academic Leadership Assist Academic Leadership in the management of short and longterm projects Manage phone lines calendars and meeting requests Coordinate travel bookings and logistics Assist with monthly PCard reporting travel and expense reimbursements Coordinate weekly Academic Operations meetings create agendas take & distribute notes Liaison between Dodge College students faculty and academic leadership Assist with compiling and preparing key data and paperwork e.g. student program evaluations and class rosters as requested by Leadership As directed by the chairs assign academic advisors in PeopleSoft Campus Solutions Route and track student paperwork for approvals signatures and processing Writing editing and proofreading

Required Qualifications
Bachelors Degree or equivalent combination in education and experience. 12 years experience in providing administrative support in a professional office (academic setting preferred) Ability to exercise high level of initiative and work independently Selfmotivated and proactive in carrying out research and solving problems Strong analytical and critical thinking skills to identify problems and anticipate the impact to office administration problems providing solutions as needed Demonstrated commitment to working in a collaborative customer service environment Strong organizational skills to maintain office files schedule calendar and coordinate logistics for meetings and special events Demonstrate written and oral communication including solid editing proof reading skills Ability to maintain careful attention to detail and accuracy while working on multiple projects and meeting deadlines Proven computer skills and good working knowledge of Microsoft Office Technical skills to learn and use enterprise and departmental tools and systems related to the position Excellent interpersonal skills with a diverse group of individuals at all organizational levels both inside and outside of the university Ability to use tact and diplomacy and maintain a high level of confidentiality Ability to carry out tasks and prioritize when faced with interruptions distractions and a fluctuating workload Proven ability to exercise judgment and carry out duties in a timely manner