Administrative Assistant to the Provost Office

Randolph College; Lynchburg (VA); On-site; USD 22,000 - 33,000; Full time

Job summary

Randolph College in Lynchburg, VA seeks an Administrative Assistant to the Provost Office to provide comprehensive support to the Provost, Associate Provost, Executive Assistant, and faculty. The role demands strong organization, discretion, and interpersonal skills to manage schedules, correspondence, and general office tasks.

You will assist in New Faculty Orientation, prepare materials for committees, coordinate events, and handle invoices.

Qualifications

• High School Diploma or 2-3 years of office/educational setting experience.
• Proficient with MS Word and Excel; experience with Google Docs.
• Knowledge of basic computer applications; familiarity with Moodle is a plus.
• Experience in higher education is preferred.

Responsibilities

• Screens and schedules appointments for the Provost and Associate Provost.
• Assist in planning, programing and coordination of New Faculty Orientation.
• Prepare and assemble documents for committee meetings and reports.
• Greet visitors and direct inquiries to appropriate personnel.
• Manage invoices and reimbursements; maintain monthly ledger.

Skills

Interpersonal skills

Organizational skills

Multi-tasking

Discretion

Phone etiquette

Education

High School Diploma

Associate degree

Bachelor's degree

Tools

MS Word

MS Excel

Google Docs

Moodle

Job description

Administrative Assistant to the Provost OfficeFLSA ClassificationFull Time, Non-exemptReports toProvostJob DescriptionSummary/objectiveThe Administrative Assistant to the Provost Office serves as administrative support to the Provost, Associate Provost, Executive Assistant, and to the faculty.Essential functionsReasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.Must effectively carry out the essential duties and responsibilities of this position in a manner that consistently demonstrates Randolph College’s mission and core values in a positive manner.Administrative Support to the Provost OfficeScreens and schedules appointments for the Associate Provost and Provost as neededAssists in the planning, programing and coordination of New Faculty OrientationPrepares and assembles documents for various committee meetings and reportsAssists with various projectsProvides general administrative supportGreets visitors upon arrival and connects them with appropriate personnelAnswers phone calls/emails in a timely manner and directs inquiries/concerns to the appropriate personnelManages invoice and reimbursement process and logs all invoices on monthly ledgerAssists the Executive Assistant with various tasks as neededAssists in organizing events (Honor Society Induction Ceremony and Academic & Leadership Awards Ceremony) and manage the Dean’s List award letters and notificationsIs responsible for the regular maintenance of personnel folders and filingsOrders supplies for office and faculty as neededAssists faculty with approved clerical tasksRequests, tracks, and maintains the annual reports required of faculty.Requests, tracks, and maintains annual department reports and end-of-year committee reports.Coordinates student evaluations of facultyWorks with POC to help identify available offices for new incoming faculty.Oversees the collection of faculty syllabiCompetenciesExcellent interpersonal skills and ability to work closely and responsibly with students and facultySuperior organization skills and effective phone mannerInitiative, flexibility, multi-tasking skills, and discretion in dealing with confidential informationProficient in office/higher education applications including but not limited to MS Word, MS Excel, and Google docs. Comfort with Moodle is a plusSupervisory responsibilitiesNoneWork environmentPosition typically works in an office environment.Physical demandsRequires standing/walking/sitting for extended periods. May occasionally lift 10/15 lbs.Travel requiredNoneRequired education and experienceTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.Required education and experienceHigh School Diploma or 2-3 years of experience in an office, administrative, or educational settingKnowledge of basic computer applicationsPreferred education and experienceAssociate or bachelor’s degreeExperience working in a higher education environmentAdditional eligibility requirementsNone.Work authorization/security clearance requirementsMust be authorized to work in the United States. Pre-employment criminal background checks.Affirmative Action/EEO statementRandolph College is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, gender, sexual orientation, sex (including pregnancy), gender identity, gender expression, sexual orientation, national origin, age, disability, genetic information, marital status, veteran status, political beliefs, or any other classification protected by applicable law. This policy applies to all terms and conditions of employment, including but not limited to hiring, promotion, termination, placement, transfer, layoff, recall, compensation, and training.Other dutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.