Edtech.com's Summary

Stevenson University is hiring an Assistant to the Vice Provost, Online Learning. The role provides comprehensive administrative support to the Vice Provost, Online Learning, Stevenson University Online (SUO), and Learning Technologies and Instructional Design (LTID) units, managing operations, coordinating events, supervising student workers, handling confidential documents, and performing budget-related tasks while maintaining communication with internal and external constituencies.

Highlights

Provide administrative support to the Vice Provost and manage the Vice Provost’s Office.
Support SUO staff and LTID team with operational tasks and event coordination.
Serve as the first contact and liaison for faculty, students, and external parties.
Facilitate scheduling and logistics for SUO events, including room reservations and catering.
Supervise graduate and undergraduate student workers.
Assist with budget preparation, monitor expenditures, and process financial transactions.
Maintain confidential records and handle sensitive information with discretion.
Utilize expert knowledge of MS Office 365 applications like Word, Excel, Outlook, and PowerPoint.
Require a bachelor's degree plus two years of related experience or equivalent combination of education and experience.
Expected annual salary range is $50,000 to $53,000; full-time, exempt staff position with benefits.

Assistant to the Vice Provost, Online Learning Full Description

Assistant to the Vice Provost, Online Learning

Posting Number | 201201465P
Position Title | Assistant to the Vice Provost, Online Learning
Department | Stevenson University Online: Dean's Office
Position Summary | Under direct supervision of the Vice Provost, Online Learning, this position provides administrative support for all activities in the Stevenson University Online (SUO) and Learning Technologies and Instructional Design (LTID) units. Responsibilities include supporting the vice provost, directors, and assistant directors in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support and planning for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, and clerical duties. Independent judgment is required to plan, prioritize, and organize a diversified workload with designated deadlines. Some evening and weekend hours may be required.

Education/Experience | Bachelor’s degree plus two years of related experience with progressively more responsible duties, or an equivalent combination of education and experience.

Knowledge/Skills/Ability | Exceptional interpersonal, cultural competency, and customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community. Exceptional skills in handling spreadsheets, budgets, department invoices, and related analytical tools. Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing and typing. Expert knowledge of MS Office 365, including: Word, Excel, Outlook, PowerPoint, etc., the internet, and other relevant software. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier, etc. Ability to take initiative and act with unquestionable integrity and a strong sense of professional ethics. Ability to manage multiple tasks under pressure and adapt to rapidly changing priorities, while adhering to deadlines. Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information. Ability to research and resolve office management problems and questions. Exceptional skill in prioritizing workflow and managing resources. Ability to take initiative and work independently to accomplish work assignments. Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow. Commitment to integrity, excellence, learning, and community. Ability to travel between campuses as needed. Ability to work evenings and weekends as needed.

Physical Requirements | Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions. Close visual acuity. Position requires additional hours for meetings and events, including days, evenings, and weekends.

Essential Functions | Provide administrative support for the Vice Provost and manage the Vice Provost’s Office. Provide administrative support for SUO staff and the LTID team as needed. Serve as initial contact for faculty, students, and the general public. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the school, administration, various other schools and departments, and the community in general. Answer Vice Provost’s phone and direct as appropriate. Facilitate all SUO events, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs, handouts, and/or agendas. Manage scheduling of SUO spaces, including maintenance of a schedule of all events in these spaces. Serve as a point of contact for Conference Services in relation to events scheduled in SUO spaces. Serve as the SUO liaison to all departments and vendors on campus, including Sodexo, Security, Conference Services, Facilities, OIT, and others. Effectively supervise graduate and undergraduate students as assigned. Assist in preparing and monitoring the operating budget. Track and monitor expenditures and report on status. Handle the processing of financial transactions, including, but not limited to, invoices, pcard charges and reconciliation, travel reports and vouchers, budget, and supply requests. Assist in data collection and the generation of reports for internal and external constituencies as requested. Process financial transactions including expense reports, travel reports, and vouchers, and miscellaneous bills; maintain unit’s financial records, and the monthly reconciling of the Vice Provost’s budgets. Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in an extremely busy office. Communicate directives, instructions, messages, and information from the Vice Provost to appropriate individuals and groups as required. Maintain inventory of office supplies; order and distribute office supplies as needed by SUO and LTID staff. Maintain and update Vice Provost’s Office files including confidential employee and student records. Assist in all aspects of the recruiting process for new staff, including maintaining a confidential database and files with current application information. Manage SUO and LTID leadership’s leave requests and approval of time sheets. Schedule and monitor the Vice Provost’s calendar; make travel arrangements. Attend, record and distribute the minutes of meetings held in SUO as requested. Provide appropriate customer service to faculty, staff, students, and the public at large. Assess customer service procedures for effectiveness and initiate action to improve quality of services. Ensure that SUO Standard Operating Procedures (SOP) are in place and up to date, and create new SOPs as needed to support workflow and operations. Obtain, organize, and share Academic Affairs documents with the Provost’s Office as requested. Collaborate with other Administrative Assistants in Academic Affairs on campus-wide initiatives and events, including commencement and convocation as requested. Collaborate with School Administrative Assistants on SUO program-related events such as Graduate Residency Programs and Symposia as requested.
Reports To | Vice Provost, Online Learning
Quick Link for Posting | https://stevenson.peopleadmin.com/postings/10699

Posting Information