SUMMARY: This full-time position provides high quality, timely administrative support within the Academic Affairs Office of Queens University of Charlotte.
This position is not exempt from provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay for hours worked above 40 in a single work week.
Essential Duties and Responsibilities:
Provide administrative support for senior leadership of the office, particularly the Assistant Provost for University Programs and the Assistant Provost for Online Learning and Graduate Studies, including management of Outlook calendars and p-cards.
Maintain paper and electronic filing systems including academic files, records and databases, ensuring security of highly confidential information including FERPA-related records.
Support the assistant provosts in organizing and preparing for group meetings (secure room, prepare agenda and supporting materials, etc.)
Manage materials requiring assistant provost review and signature and process/file electronic and hard copy files as required (PO requests, travel reimbursements, contracts, affiliation agreements, stipends, etc.)
Oversee and manage the adjunct faculty contract process and work collaboratively with the school/college deans offices to ensure the process is effective and efficient.
Make travel arrangements, including flights, hotels, ground transportation, et al.
Create itineraries and oversee pertinent arrangements for visiting candidates and speakers.
Schedule and organize events for the Academic Affairs Office as needed.
Partner with other Academic Affairs staff and the President’s staff on events and scheduling as needed.
Serve on the Commencement Planning Team.
Work collaboratively with other Academic Affairs staff to ensure office coverage during business hours.
Other duties as necessary to meet Academic Affairs and university needs.
Experience, Knowledge and Skills Required
Prior administrative support experience, preferably in an academic environment, and proven expert customer service skills.
Proficiency with Microsoft Word, Outlook, Excel and PowerPoint; advanced skills in Microsoft Outlook and Excel required; proficiency with Microsoft SharePoint desirable.
Ability to exercise tact, judgment and diplomacy while maintaining poise and professional image.
Commitment to the university’s inclusive mission.
Excellent organizational and follow-up / follow-through skills to ensure completion of assignments within established timeframes.
Proven attention to detail, accuracy and timeliness.
Ability to thrive in a fast-paced environment and to prioritize projects and meet given deadlines.
Ability to quickly learn and assimilate new systems and information.
Strong interpersonal skills with the ability to deal effectively with all levels within the university, including faculty, staff, parents, students and vendors.
Ability to work independently and as a member of a team.
Ability to use discretion when dealing with sensitive, confidential materials; familiarity with FERPA a plus.
Ability to learn how to effectively anticipate and proactively respond to the needs of the assistant provosts.
Must possess a strong work ethic and a good sense of humor.
Ability to accept direction on assignments, building support from colleagues where applicable.
Bachelor's degree or the equivalent in experience and education.
Physical Requirements (with or without reasonable accommodation)
Visual Abilities: Read reports, create presentations and use a computer system – 75-100% of the time
Hearing: Hear well enough to communicate with co-workers, vendors and students – 75-100% of the time.
Dexterity, Grasping, Feeling: Write, type and use the telephone, copier, and computer systems – 75-100% of the time
Mobility: Open files and operate office machines; move between departments and attend meetings across campus – 75-100% of the time
Talking: Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly – 75-100% of the time
Lifting, Pulling, Pushing: Exert up to 30 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects – 50-74% of the time.
Cognitive/Emotional: Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions – 75-100% of the time.
Work in office environment, involving contact with faculty, staff, students, parents, service providers and vendors.
Work has deadlines, multiple interruptions, high volume and may be stressful at times.
Nestled in a historic tree-filled neighborhood just minutes from Uptown Charlotte, Queens has provided students with transformational experiences for more than 160 years.
A private, co-ed, masters-level university, Queens serves undergrad and graduate students in academic programs across the liberal arts and sciences as well as the professional fields of business, communication, nursing, health and education. All degree programs are grounded in a liberal arts core to help students hone their critical thinking, problem solving and communication skills.
With a 10:1 student-faculty ratio, the university is known for its student-centered mentality, welcoming southern hospitality and talented and caring faculty. Queens fosters student success through an intimate learning environment and excellence in teaching.
In keeping with its Presbyterian heritage, responsibility and service to society are critical components of Queens' culture, as expressed in its motto "Not to be served, but to serve."
Queens emphasizes active, collaborative learning with a focus on a 21st century global curriculum that takes students beyond the classroom and into the Charlotte community and the world... at large. With the city of Charlotte as an extended campus, students have the opportunity to launch into abundant internships, community service and academic partnerships. Undergraduate students must complete at least two internships. In addition, the majority of Queens' undergraduates study internationally in hundreds of countries via faculty-led study tours, international internships, language-immersion programs and semester exchange opportunities.
By graduation, students have obtained a comprehensive education grounded in the liberal arts and filled with opportunities to ready them for successful careers and meaningful lives.