MAJOR PURPOSE:
Provide administrative support to the VPAA/CAO by coordinating information among the School Deans and by supporting academic processes and procedures, initiatives and program development, and events and operations.

This is a 100% on-campus position.

Pay range for this position is generally $45,000-$55,000. Individual pay is determined by a number of factors including job-related skills, experience, relevant education or training, and location.

ESSENTIAL FUNCTIONS

Support to the VPAA

• Manage VPAA’s calendar using Google Calendar, reimbursements, credit card transactions, university subscriptions and memberships, travel arrangements, etc.
• Anticipate and respond to general inquiries; screen and prioritize phone calls and meetings; direct individuals to appropriate persons and troubleshoot issues, including minor technical issues.
• Prepare documents and correspondence; manage internal approvals, including contract flow and execution; coordinate collection of materials for policy manuals (e.g. Faculty Manual, Academic Catalog); and maintain electronic filing systems using Adobe, Google Drive, etc.
• Collect and edit materials for submission on behalf of the VPAA to the Board of Trustees, for WSCUC reports and visits, university magazines and correspondence, special presentations, at the request of other departments, for social media, etc.
• Support financial transactions, including working with the Academic Budget Manager and University Controller to assist in maintaining appropriate financial records, provide periodic reports, and reconcile financial statements.
• Attend and provide support as needed for meetings at the request of the VPAA.
• Assign and manage faculty and academic staff office space; coordinate with Facilities to prepare and transition offices as needed.
• Coordinate with VPAA and/or designee on compensation structures and offers.
• In coordination with the Faculty Personnel Council Chair, maintain faculty ranking and tenure spreadsheet and related documentation
• Serve as VPAA academic liaison in coordination with other academic departments for major university-wide events (Scholars Showcase, Preview Day, etc.). Provide hospitality for university visitors for academic meetings and events (WSCUC, out-of-town partnerships, etc.).
• Create agendas, organize logistics and speakers, take minutes, create presentation and handouts, coordinate with food service providers, and develop follow up plans for periodic events (e.g. Deans Council, Academic Support and Operations, FT Faculty Business meetings, New Faculty Orientation), annual or semi-annual events (e.g. Faculty Retreat, Convocation Chapel, CelebrationChapel, Commencement), and special events, coordinating with other departments as needed.

Support of Academic Faculty and Staff

• Manage processes for communication across campus, i.e. Payment Request Forms (PRF’s), Personnel Action Notices (PANs), Visa Reconciliations and Business Expense Reports, SmartSheet, Google Forms for surveys, MyJessup, website, organizational charts, VPAA Office Distribution List emails, etc.
• Develop and implement office management policies and standard operating procedures. In coordination with School Administrative Assistants, coordinate and order office supplies as needed, assist with scheduling and establishing cohort dates, standardizing letterhead and titles for business cards and office name plates for brand consistency, etc.
• In coordination with HR, support School Administrative Assistants in the implementation of the recruitment, hiring, and onboarding process of new faculty and academic staff.
• Support the Academic Contract and Technology Support Coordinator in the finalization and distribution of faculty contracts. Coordinate with HR in determining employee status, and with the academic deans on ensuring the fulfillment of contractual obligations.
• Manage and coordinate master calendar of academic events and activities, annual academic meetings schedule, and academic councils and committees’ roster.
• Scheduling meetings across departments (in-person, Zoom, phone, webinars) utilizing MIDAS (scheduling system)

QUALIFICATIONS

EDUCATION/CERTIFICATIONS:

● Bachelor’s degree preferred

REQUIRED KNOWLEDGE/EXPERIENCE:

• Five (5) years’ experience as an administrative assistant preferably in higher education
• Experience planning and implementing special events and activities.
• Excellent computer skills, proficient with Word, Excel, PowerPoint, etc. and familiarity with Google apps and comfortable learning new technical systems as needed

SKILLS/ABILITIES:

• Excellent interpersonal and problem-solving skills; collaborative
• Strong organizational skills, ability to work independently and critical thinking ability
• Strong detail orientation with a bias for action and consistent follow-through
• Strong writing and research skills, including Internet research
• The ability to develop, implement, and interpret policies and procedures and effectively communicate sensitive information verbally and in writing to a diverse population.
• Good judgment, discretion, and the ability to maintain confidences are necessary.
• Ability to handle diverse tasks, multiple priorities and ability to multi-task

WORKING ENVIRONMENT:
The employee agrees to promote the values and mission of WJU as a private Christ-centered University and live a life consistent with biblical principles. The employee shall conduct himself/herself in a manner consistent with the Community Covenant and Statement of Faith.

Additionally, the employee may play a formative role in the spiritual lives of students in a manner consistent with the Community Covenant and Statement of Faith. This may include leading devotions and/or spiritual formation groups and seeking other opportunities consistent with a biblical spiritual formation role.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekend availability

Work Location: One location

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