Executive Assistant for Academic Affairs

This position provides executive support to the Provost and Vice President for Academic Affairs (VPAA) and shares the responsibility of coordinating the daily operations of the Office of Academic Affairs (AA). The primary responsibility of this assistant is to provide the Provost and VPAA with information resources and support necessary for the Provost and VPAA to concentrate on the more challenging issues of the University.

• Maintain data files on all Academic Affairs personnel (faculty unclassified staff and classified staff)
• Maintain data files on Academic Affairs expenditures
• Process purchases using a Purchasing Card and travel arrangements for AA and complete training for both
• Assist offices (e.g. Deans Office) with paperwork and processes related to faculty/staff files start-up expenditures check requests purchase requisitions etc.
• Maintain and set course evaluations on ULM Evaluation System website
• Maintain and set Dean and School Director evaluations on ULM Evaluation System website
• Maintain ULM Faculty Activities Database
• Collect and process information relative to faculty promotion and tenure recommendations; prepare recommendation reports for the August Board meeting
• Schedule meetings and events for the Provost and VPAA as needed or requested
• Maintain faculty distribution list and moderate emails sent to
• Distribute required training reports to deans and directors.
• Coordinate and prepare job description reports annually for the Division of Academic Affairs in October
• Maintain the University Committees/Councils website for Academic Affairs; posting membership data sheets minutes annual reports etc.
• Coordinate the appointment/reappointment of faculty and staff to the Academic Affairs Committees and Councils; collect chair evaluations of members appointments/reappointment recommendations etc.
• Collect information and prepare English Proficiency Report to be submitted to the UL System Board at the beginning of each fall semester
• Coordinate travel arrangements and process necessary paperwork for AA travel
• Attend Executive Committee and other meetings as needed; record minutes
• Approve University Sponsored Events absence requests and distribute to faculty
• Coordinate and prepare report of records maintenance procedure
• Write prepare and process a variety of administrative forms and reports
• Write correspondence independently
• Assist with special projects
• Make arrangements for meetings special set-ups and reservations for office-related activities
• Perform other job-related duties as assigned
• Share in the administrative and management duties of the AA daily operations
• Manage the hiring and scheduling of student workers for the office
• Coordinate and manage FLAC (Faculty Load and Compensation) for AA
• Provide support for the Associate Vice-President of Academic Affairs as needed and appropriate.
• Assist offices (e.g. Deans Office) with the hiring process paperwork as needed
• Maintain LMS Listserv and other systems for the benefit and efficiency of AA
• Ensure up-to-date and accurate information for various web pages and sites.

• Bachelor/Associate Degree or 15 years of administrative office experience preferably at the University Deans level or above
• Ability to work effectively with faculty staff and students from a variety of diverse backgrounds
• Possess high level organizational skills with ability to effectively prioritize a challenging workload
• Ability to manage detailed information in an accurate effective and efficient manner
• Exceptional oral written and interpersonal communication skills
• Ability to manage multiple projects and priorities in a fast-paced environment
• Commitment to confidentiality
• Professional in appearance attitude and action
• Competent in office management MS Word and MS Excel; excellent writing and editing skills
• Ability to work independently on projects and reach conclusions by deadlines
• Ability to adapt to changing technology and processes