Oglethorpe University Hiring for Administrative Assistant to Provost at Oglethorpe University – Atlanta, GA, 30319 Full Time

Job Details

Job Location: Oglethorpe University – Atlanta, GA

Position Type: Full-Time Staff

Education Level: Bachelor’s

Job Category: Education

Description

Oglethorpe University, a liberal arts university in Atlanta, GA, seeks an energetic and detail oriented Administrative Assistant to provide support to the Office of the Provost. The successful candidate will be service oriented, thrive working in a fast paced and dynamic environment, excel in customer service and empathy, and have a track record of being a proactive and collaborative team member. In collaboration with the Provost’s Executive Assistant, specific responsibilities include, but are not limited to:

Responsibilities:

Office Reception

• Welcome and assist all walk-in guests to the Office of the Provost.
• Ensure the Office of the Provost operates at the highest level with minimal interruptions including maintaining physical office spaces.

Communications

• Communicate verbally, in writing, and on digital platforms with stakeholders including faculty, students, staff, trustees, alumni, and others.
• Assist with the management of multiple email accounts and determining how to prioritize responses to proactively communicate.
• Edit and Publish the Provost’s monthly eNewsletter. Tasks include collecting and managing content.
• Maintain the Office of the Provost’s web site in collaboration with the University’s Communication Department.

Calendar & Other Duties

• Assist with scheduling appointments to create win-win situations for direct access to the Provost’s time.
• Provide calendaring and administrative support to the Associate Provost(s).
• Assist with special events hosted by the Office of the Provost. This includes planning and executing ad-hoc academic events, including faculty orientation, convocation, commencement, etc.
• Follow through on projects and special assignments to successful completion, often with deadline pressures and minimal oversight.
• Other duties and responsibilities as required.

Committee Support

• Assist the OOP with the Provost’s committee work by drafting agendas, editing PowerPoint presentations, ensuring the accuracy of spreadsheets, creating briefing documents, taking minutes, etc., (e.g. Faculty Council, Academic Program Committee and ad hoc committees, as assigned.)
• Gather, organize, and disseminate confidential materials for promotion and tenure, faculty awards, and other faculty or student recognitions.

Travel & Purchasing Requests

• Assist with the Provost’s travel and purchase requests, reconciling associated expenses, and advancing any of the Provost’s reimbursement requests to Accounts Payable in a timely fashion.

• Process faculty and departmental check requests by reviewing for accuracy, advancing them to the Provost for her review/signature, then, advancing them to Accounts Payable.

Qualifications

Preferred Qualifications

• Experience working in higher education, particularly with faculty.

Minimum Qualifications

• Bachelor’s degree OR equivalent combination of education, experience, and training.
• Exceptional planning and organizational skills that reflect the ability to perform and prioritize multiple tasks with an excellent attention to detail.
• Responsiveness to internal and external requests.
• Expert level written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Adobe, etc.)
• Proficiency with Zoom, Microsoft Teams, and other remote meeting technologies.
• Exceptional interpersonal skills and ability to build and maintain relationships.
• Demonstrated ability to use sound judgment, discretion, integrity, and ethics.

Additional Information

• Working evenings, early mornings, or partial weekend may occasionally be required.
• This is an in-person position with some opportunities to work remotely.

Application review will begin immediately and continue until the position is filled.