Executive Assistant Job at Simpson University in Redding

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The Executive Assistant to the Provost provides administrative support to the Provost and coordination of the office of Academic Affairs.  The primary responsibilities of the position include Assisting the Provost with project planning, scheduling, preparation of academic reports, maintenance of faculty handbook, coordinating commencement activities, and maintaining academic policies and procedures.

Qualifications:

1. Three to five years of administrative support experience required
2. Bachelor’s degree required
3. Understanding of the university academic environment
4. Exemplary customer service and interpersonal skills
5. Exemplary organizational skills in the performance of job duties
6. Ability to maintain confidentiality of all information, data, and records
7. Proficient with Microsoft Office software applications (e.g. Word, Excel, PowerPoint, etc.)
8. Willingness to learn new software applications, as needed
9. Ability to take initiative
10. High level of integrity

General Expectations:

1. Personal relationship with Jesus, a vibrant Christian faith, and a commitment to Christian community; capable of sharing faith and engaging in conversations about Christ
2. Demonstrate Simpson University Values in the performance of all duties
3. Maintain lifestyle in accordance with Simpson University Lifestyle Policy in Staff Handbook
4. Maintain the confidentiality of information, data and records
5. Properly exercise tact, diplomacy, discretion, and professional judgment
6. Demonstrate good organizational and communication skills in the performance of job duties
7. Supervises employees in accordance with Simpson University policies and procedures (for supervisory positions)
8. Support the overflow needs of other departments within the respective university area
9. Perform other duties in accordance with this position as deemed necessary by the immediate supervisor

Essential Functions:

1. Coordinates and performs diverse administrative duties, including serving as a customer representative for the Academic Affairs Office.
2. Maintains all academic office files, forms, data bases, lists, records, Academic policies and Academic webpages.
3. Assists the Provost by scheduling appointments and meetings, screening phone calls, greeting visitors, collecting data, and producing reports.
4. Maintains and orders office supplies, plaques/certificates, etc. for the academic office
5. Prepares work orders, check requests, payment authorizations, and pay reports as needed
6. Maintains and updates the Academic Calendar, University Catalog, Faculty Handbook, Academic Policy and Procedure Manual, and other academic publications and event programs
7. Makes arrangements for faculty meetings, retreats and in-service events
8. Organizes new faculty yearlong orientation process
9. Assists with coordination of faculty vacancy notices, interviews, and contracts.
10. Prepares other reports, summaries, or replies to inquiries selecting relevant information from a variety of sources, including reports from outside agencies
11. Monitors monthly budget reports for the academic office as directed
12. Prepares adjunct payment forms and faculty pay memos for human resources and finance office at beginning of each semester and summer term
13. Prepares payment authorizations for faculty overloads, directed and independent studies, internships, student teacher supervisors, on-line courses, and other duties as determined by the department chairs and approved by the Associate Provost
14. Responsible for organizing fall convocation
15. Organizes and coordinates commencement ceremonies, chairs Commencement Planning Committee.
16. Provides scheduling support to the Associate Provost/Dean of Arts & Science.
17. Assists in the WASC reporting process
18. Works closely with the Executive Assistant to the President to coordinate university activities, projects, and events involving the Provost.

Physical Requirements:

Job Title:

Academic Affairs Coordinator

Typical Working Conditions:
(Describe environment including exposure to heat, cold, fumes, chemicals, allergens, mold, etc.)

Indoors on computer

Equipment Used:
(List all manual and automated equipment used in the course of performing essential functions.)

Computer, scanner, copier, mouse, keyboard, stapler, 3-hole punch, letter opener

Essential Physical Tasks:
(List all physical tasks encountered in performing essential functions - i.e. sitting for long periods of time using a computer, standing, climbing ladders, etc.)

Sitting for long periods of time using a computer

Analysis of Physical Demands to Perform Essential Functions:

Key (Based on typical week):

N=Never
R=Rarely (Less than 1 hour per week)
O=Occasional (1%-33% of time)

F=Frequent (34%-66% of time)
C=Constant (over 66% of time)

Activity

Frequency

Activity

Frequency

N

R

O

F

C

N

R

O

F

C

Lifting/Carrying

Twisting/Turning

Under 10 lbs

X

Reach over shoulder

X

11-20 lbs

X

Reach over head

X

21-50 lbs

X

Reach outward

X

51-100 lbs

X

Climb

X

Over 100 lbs

X

Crawl

X

Kneel

X

Pushing/Pulling

Squat

X

Under 10 lbs

X

Sit

X

11-20 lbs

X

Walk-Normal Surfaces

X

21-50 lbs

X

Walk-Uneven Surfaces

X

51-100 lbs

X

Walk-Slippery Surfaces

X

Over 100 lbs

X

Stand

X

Bend

X

Driving

Automatic Trans

X

Standard Trans

X

Other

Keyboard/Ten Key

X

Fingering (fine dexterity)

X

Handling (grasping, holding)

X

Repetitive Motion – Hands                                 

X

Repetitive Motion - Feet

X

Salary Range: $22-27 per hour