Assistant in Academic Administration

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Job Descriptions

Academic Affairs

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General Information
Position Title:	Assistant in Academic Administration
Control Number:	000807
Reports To:	002225
Department Name:	Academic Affairs
Location:	Academic Affairs
Date Prepared:	Mar-07
Exempt:	No

Primary Purpose

Provides administrative assistance to the Academic Affairs office and, in particular, keeps the office of the Dean for Faculty Development and Research running in an efficient and well-organized manner.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

Guide process for academic equipment budgets, from requests through approvals and acquisition.

Responsible for FPDF applications processing and reimbursements. Monitor allocations and history using fmPro database. Provide policy information to faculty and travel lists to College Advancement.

Inform new faculty of startup funds and budget procedures and provide individual accounting details to faculty.

Monitor Mellon foundation grants, including Cluster grants, Dean’s discretionary fund, New Directions’ Fellowships, Emeritus Fellowships and other initiatives handled by the DFDR. Provide detailed information for foundation reports.

Notify faculty of student research assistance awards (FRAF and UCRF) and track expenditures and reporting.

Establish LPDF individual multi-year funds with Accounting. Monitor usage and close expired funds.

Track other faculty development budgets, grants and programs overseen by the DFDR.

Contact Accounting to correct any noted budget discrepancies.

Create new databases/layouts/reports for information management, as needed.

Organize the application process for the Salzburg Seminar, NEH Summer Stipend, Starr WT Abroad, Mellon grants, Whiting grants and other programs/initiatives.

Write Pell donor report. Assist with other donor reports (Curran, Luce) as funding is available.

Contact academic departments and Facilities Services regarding classroom renovations issues, as requested by the Dean of Curriculum.

Process subvention requests, including direct payments to publishers.

Produce Chairs’ Handbook, in conjunction with the DOF office.

Maintain cross-training with DOF office to be able to cover when the assistant is out of the office.

Arrange consultation meetings for pre-tenure review faculty.

Provide all routine office support for the DFDR. Maintain communications with multiple College departments and programs. May be asked to schedule calendar items for the Dean of Curriculum.

Education & Training

Bachelor's degree or equivalent experience required.

Experience

3-5 years prior administrative/secretarial experience in an academic setting required.

Knowledge

Working knowledge of office computer applications required, PC/Windows Word, Excel, FileMaker Pro preferred.

Other

Strong organizational and communication skills. Ability to handle confidential matters in a discreet manner and work well under pressure. Ability to maintain good rapport with faculty, staff, and students required. Ability to work collaboratively as part of the Academic Affairs team. Independence, ability to prioritize jobs and work with minimal supervision essential. Must work at a computer for a cumulative amount of several hours a day.