Assistant in Academic Administration

Employment Opportunities Hiring Process Staff Compensation Program MiddPoints College Handbook Banner/Payroll Information Pay Calendars

Job Descriptions

Academic Affairs

Admissions Alliance for Civic Engagement Assistant Treasurer's Office Athletics Bread Loaf School of English Bread Loaf Writers Conference Budget Office Career Services Office Center for Campus Activities and Leadership Center for Counseling and Human Relations Center for Teaching, Learning and Research Center for the Arts Chaplain's Office College Advancement College Store Commons Administration Communications Controller's Office Dean of Student Affairs Office Dean of the College Dining Services Environmental Affairs Events Scheduling Executive Vice President and Treasurer's Office Facilities Services Geography Golf Course Health Center Human Resources Institutional Research Language Schools Library and Information Services Mailing Services New England Youg Writer's Conference NITLE Off-Campus Study Office for Institutional Planning and Diversity President's Office Public Safety Registrar's Office Reprographics Science Tech Support Services Snow Bowl Sports Medecine Student Financial Services Undergraduate Research Vermont Campus Compact

Benefits Optimal Health Initiative Staff Development Training Resources Supervisor Information Safety / Ergonomics/ Workers People Who Can Help Procedures Related Sources of Information Faculty Housing and Other College Rentals Contact Us

General Information
Position Title:	Assistant in Academic Administration
Control Number:	002402
Reports To:	002225
Department Name:	Academic Affairs
Location:	Academic Affairs
Date Prepared:	Mar-08
Exempt:	No

Primary Purpose

Provide administrative assistance to the Academic Affairs office. Assist with a range of duties with a primary focus on new faculty orientation/events; course evaluation processing; and organizing external departmental reviews, special events, and the faculty lecture series.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

* Coordinate and make all arrangements for the Faculty Lecture Series and special events (Perkins Award Ceremony, van de Velde lecture, Grant Recipients' Reception, Faculty/Staff Articles Reception, Faculty Authors' Reception, etc.).
* Manage the Course Response Forms process.
* Process Course Response Forms: Sort, collate, and check all paper course evaluation forms by professor and course, and prepare--with enclosures--for mailing to the appropriate professor for each course before the last week of classes for each term.
Sort, check, and reinforce scanner answers; align and collate all paper course evaluation forms which were returned, in preparation for them to be read by the scanner for the production of the histogram reports; sort, collate, and prepare returned non-scanned course evaluation forms for copying.
Copy all histogram reports and enclosures, and all returned course evaluation forms; sort, match, collate, and check both sets of all course evaluation forms and histograms; prepare the photocopied set for mailing to the appropriate professor for each course after final grades have been submitted; prepare the original set for filing in the COR room of Old Chapel.
File all course evaluation forms.
* Manage planning and logistics for 2-3 department/program external reviews per year.
* Prepare all materials for department external reviews.
* Track the use of some endowed funds used for lectures and enrichment activities, and prepare annual reports on their use.
* Coordinate and make all the arrangements for new faculty events including Orientation (and associated mailings), Retrospective, End-of-1st Semester reception, and the New Faculty Winter Term Seminar.
* Assist with the preparation of the New Faculty Handbook on the Web.
* Assist with the FPDF process, including processing vouchers, reconciling individual projects, researching unknown charges, filing, etc.
* Assist with vouchers submitted for reimbursement from various budgets, including capital equipment, and faculty development and research. Review vouchers for accuracy, appropriate backup, and verify available funding.
* Assist with COR preparation, including updating the files of all the professors to ensure that they are reasonably accessible; separate the files of the professors due for any type of review; filing materials that are submitted for reviews.
* Assist in the preparation of the Chairs' Handbook, distributing sections to update and confirming dates of particular events.
* Answer the phone, provide information, and route calls or take messages.
* Maintain office filing and sort mail.
* Assist the academic Deans by preparing necessary correspondence.
* Assist with scheduling for the academic Deans, as needed.
* Serve as a part of the Academic Affairs support staff.

Education & Training

Bachelor's degree or the equivalent combination of education and experience.

Experience

3-5 years previous experience in administrative/secretarial experience required, preferably in an academic setting. Strong experience in Microsoft Office, Excel, Outlook, and FileMaker Pro is required.

Knowledge

Knowledge of Banner database, and Hyperion reporting helpful. Requires strong writing, management, organizational, and communication skills. Ability to maintain good rapport with faculty, staff, and students required. Must be detail-oriented, be able to handle confidential information with discretion, and work well under pressure with frequent interruptions. Must have the ability to work independently (with limited supervision), juggle and prioritize essential tasks.