The Administrative Assistant will provide moderate to complex administrative and academic support to the Associate Provost and the Office of Academic Affairs. Serves as the primary point of contact for the Office of the Provost and Academic Affairs, and maintains detailed records for the department. Performs a variety of coordination and logistical services in support of the Associate Provost.

Duties/Responsibilities

• Provide moderate to complex administrative support for the Associate Provost and the Office of Academic Affairs, and maintain a professional office environment.
• Compose, draft, review, edit, and distribute various memos and other correspondence.
• Draft presentations and reports for Academic Affairs units.
• Arrange meetings and maintain calendar and daily schedule for Associate Provost.
• Greet visitors, refer to appropriate office/unit, answer general inquiries, and route requests appropriately.
• Serve as primary point of contact to the Associate Provost for questions, requests for information, and concerns of faculty, staff, and students, and maintain a positive professional presence for UAH administration, faculty, staff, students, and stakeholders.
• Schedule and organize meetings, travel, conferences, and department activities for Associate Provost and other department staff as needed.
• Prepare Associate Provost's anticipated budget, track spending, and complete reimbursement documents.
• Coordinate meetings and prepare meeting materials.
• Serve as liaison between Associate Provost and reporting units, including routing items for signatures and approvals.
• Route items for signature for the Provost and Associate Provost(s), and maintain a detailed log and record of items approved.
• Serve as primary point of contact for undergraduate student issues.
• Communicate with students and/or guardians to collect necessary documentation for requests, route requests to Review Committee for decisions, and maintain a detailed log of requests, status, and outcomes.
• Use sound judgement, discretion, and confidentiality in the management and routing/reporting of undergraduate student issues.
• Schedule emergency BETA team meetings when requested; maintain confidentiality in meeting records and details.
• Scan, organize, and update faculty files and other documents to create updated digital records. Maintain confidentiality and integrity of faculty records.
• Maintain calendar and manage reservation requests for SSB conference rooms.
• Manage and update department website.
• Develop templates and utilize cloud-based email marketing platform (e.g., Emma Email).
• Relay messages and disseminate information on behalf of the Associate Provost.
• Facilitate interactions with visitors, faculty, staff, and students.
• Develop familiarity with programs and technology used by Academic Affairs, and stay up-to-date on trainings for software in order to troubleshoot and offer instruction to other department members when needed.
• Assist with preparations for and participate in special projects and events such as Commencement, NSF Advance, College Academy, New Faculty Orientation, and others.
• Collect and distribute incoming and outgoing mail for the department.
• Interface with other departments across campus, to share information, schedule meetings, and coordinate events.
• Perform other duties as assigned.

• Bachelor’s degree or an equivalent combination of education and years of experience.
• 3-5 years of full-time verifiable administrative work experience.
• Proficiency in Microsoft Office and Google Suite, with the ability to learn complex tasks and adapt to the standard programs and operations of the department.
• Excellent written and verbal communication skills are required.
• Must have strong proofreading and editing skills and demonstrated organizational and interpersonal skills.
• Must demonstrate maturity and a high level of independent thinking and be a self-starter.

• Bachelor’s degree is preferred.
• Experience with Banner and records management.
• Experience using Adobe and creating digital forms and records.
• Experience in a university setting is preferred.

$38,000 - $42,000