Executive Assistant to the Provost and Vice President for Academic Affairs
University of Detroit Mercy
June 7, 2018
Higher Education Institution
Classification Title: FT Administrator
City/Campus: Detroit - McNichols
Department: VP of Academic Affairs
Position Status: Full Time
The Executive Assistant to the Provost and Vice President for Academic Affairs (P/VPAA) provides administrative support to the Provost and Vice President for Academic Affairs.
Essential Duties and Responsibilities:
(1) Provides support for P/VPAA and assists the Provost in all matters related to the Office of Academic Affairs. (2) Maintains the professional appearance of the office and associated conference rooms and waiting areas. (3) Understands and utilizes appropriate technological resources, e.g. email, power point, Skype, etc. (4) Evaluates and assesses, organizes and prioritizes accordingly. (5) Maintains and updates information on the status of: a. Academic Degrees, Programs, Minors and Certificates b. Accreditation status of schools/colleges/programs c. Articulation agreements (6) Works as administrative liaison on special projects/activities. (7) Maintains and manages an annual Academic Affairs calendar outlining events, deadlines, required notices and announcements. (8) Monitors Academic Affairs website for accuracy and facilitates updating on a regular basis. (9) Assumes responsibility for accuracy of correspondence, memoranda and communications. (10) Drafts, edits and disseminates minutes of meetings. (11) Composes faculty/administrative letters, complex correspondence, reports, contracts, forms and other official documents developed to fulfill conditions of the UDMPU contract. (12) Assists in creating, submitting and managing the budget of the Office of Academic Affairs; assists with collecting and reviewing budgets from units reporting to P/VPAA on an annual basis. (13) Understands key policies and procedures related to UDMPU, Shared Governance, employee handbook, marketing and communications and similar information. (14) Manages registration for and travel to meetings and events for the P/VPAA. (15) Answers, screens and routes telephone calls and electronic communication if appropriate. (16) Interprets and applies policies and procedures, within limits of authority, and is familiar with the UDMPU contract and its requirements as it applies to Academic Affairs. (17) Plans and coordinates, with office personnel key events sponsored by the Office of Academic Affairs. (18) Contributes and works with other Offices or colleagues to plan and coordinate various events and programs. (19) Maintains inventory and manages ordering of supplies, materials and other items. (20) Facilitates information flow to/from Academic Affairs office. Acts as a liaison between the P/VPAA, deans, faculty, staff and other administrators within and outside the University. (21) Hires, trains, supervises and monitors the tasks of work-study student(s). (22) Organizes and maintains faculty personnel files, transcripts, official University accreditations and academic correspondence. (23) Maintains confidentiality on all matters related to the P/VPAA and Office of Academic Affairs. (24) Provides support for the Office of Institutional Research and Title IX Office by greeting and directing visitors, sorting and distributing mail, and serving as a resource for directors. (25) Other duties as assigned.
A Bachelor degree.
Five to seven years of experience.
Knowledge, Skills and Abilities:
Performs specialized and confidential administrative assistance duties which often require independent judgment; handles clerical and administrative functions in the Office of Academic Affairs; works collaboratively with all offices; administrators and directors associated with the Office of Academic Affairs; maintains communications with faculty, staff and students regarding administrative and academic issues.
Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).
Regular exposure to favorable conditions such as those found in a normal office.
Michigan’s largest, most comprehensive private university, the University of Detroit Mercy is an independent Catholic institution of higher education sponsored by the Religious Sisters of Mercy and Society of Jesus. The university seeks qualified candidates who will contribute to the University's urban mission, commitment to diversity, and tradition of scholarly excellence. The University of Detroit Mercy is an Equal Opportunity Affirmative Action Employer with a diverse faculty and student body and welcomes persons of all backgrounds.
Internal Number: AF9808-AAA01-1001-962
About University of Detroit Mercy
The University of Detroit Mercy has one goal - to help our students realize their dreams and ambitions. We fulfill that goal by offering challenging academic programs taught by talented, committed professors and supplemented by hands-on research, co-op, and internship opportunities.