Academic Affairs Executive Administrative Assistant

Status:               Exempt

Position:            Academic Affairs Executive Administrative Assistant 

Reports to:        CAO/Academic Dean

About Moore:  Moore College of Art & Design is a historically all-women's undergraduate college that has evolved to admit nonbinary and trans undergraduates, as well as co-educational continuing education and graduate students. Founded during the original industrial revolution to advance women in new fields, under principles of inclusivity and opportunity, our mission is more relevant than ever, as technology, sustainability, and diverse cultures drive and influence new and existing industries.  We strive to create a community of employees and faculty that mirrors our student body and offers a range of academic perspectives in their fields.  We welcome candidates who value diversity and support the inclusive culture we seek to nurture at Moore. The world needs Moore. For more information, visit moore.edu and follow us on social media @moorecollegeart.

Benefits:  Moore College of Art & Design offers a time off package consisting of 41 days paid throughout the year for holidays, winter break, vacation and personal days. In addition, we provide 2 weeks of sick time and offer a great benefit package including health, dental, and a 403b plan with an immediate match and 100% vesting. 

Purpose:  The Academic Affairs Executive Administrative Assistant shares administrative responsibility for the daily management of the academic programs at Moore College of Art and Design under the direction of the Academic Dean.  

Requirements: 

•       Bachelor’s degree and equivalent combination of education and experience

•       Effective and professional communication skills

•       Basic knowledge of and interest in higher education administration

•       Ability to work with a variety of people, including Faculty, Administrators, Staff, and Students

•       Interest in and aptitude for administrative tasks, including record keeping, recording of minutes, internal communications and meeting deadlines

•       Working knowledge of Microsoft Word, Excel, faculty review software platforms and the Internet • Ability to use, create, and maintain databases

Responsibilities and Duties:

1.           Assist with general administration and daily management of the Academic Affairs Office (and the President’s Office).  Provide direct assistance to the Academic Dean.

2.           Prepare annual full time faculty contracts and adjunct contracts each semester.

3.           Maintain faculty personnel records including FTE accrual, promotions, reviews, tracking substitution pay, sick and/or personal time, etc. 

4.           Prepare spreadsheets showing cost comparisons for faculty sabbaticals and extended replacement for ranked faculty.

5.           Onboarding of new full-time and adjunct faculty including processing hiring forms, A/V consultation on classroom technology, link with ITOLC dept for Moodle training, ordering of full-time faculty name badges and business cards, and coordinate with IT offices for full-time faculty computing needs. 

6.           Maintain database of all information in Dean’s office pertaining to faculty, including salary information, address/phone, rank, etc.  This includes annual update of Excel charts for faculty contract continuation review, sabbatical eligibility, and promotions.

7.           Keep Dean’s calendar on Outlook. Schedule meetings and manage internal academic memos to Chairs and faculty.

8.           Design and produce forms and documents as needed to support academic planning and efficient functioning of the Academic Affairs Office.

9.           Maintain and distribute faculty phone, email and address list (part of database).

10.        Provide friendly and professional assistance to faculty, staff and students.

11.        Supporting Dean in preparation for college wide events including:

•        Fall Convocation: Ordering presentation bouquet for Convocation speaker

•        Honors Convocation in the Spring- including mail merge for student letters, Dean’s List Certificates, preparation of program and PowerPoint presentation including names of all Dean’s List recipients, lists for Chairs of students’ names to be read, coordination of entire event with Facilities/AV.  Ordering presentation bouquets for Valedictorian

•        Processing check requests for the recipients of Honors Convocation awards

•        Commencement- Assist faculty with robing and line-up on stage, order faculty robes as needed

•        Faculty In-Service days including coordination of faculty, presenting staff, and external speakers (if invited), sending agenda, reserving rooms, and ordering of breakfast and lunch for faculty

12.        Record and distribute minutes for Academic Council, Academic Affairs Committee, Health & Safety Committee and others as requested.

13.        Provide administrative support for Academic faculty committees chaired by the Dean.

14.        Provide assistance with college publications as needed. Sending faculty lists and/or information to other departments as requested.

15.        Manage the junior fellowship application process including distributing announcements to faculty and students, distribute and collect applications from students, and contact jurors.

16.        Track department expenditures in Excel spreadsheet and review monthly budget. Prepare annual budget for Academic Affairs department for approval by Academic Dean and SVP.

17.        Provide support for Marketing & Communications Department with distribution of information for the Moore website for Academic Affairs area:

•        faculty profiles/biographies/faculty accomplishments

18.        Sort and distribute faculty mail to mailboxes. Maintain faculty mailboxes and post names for adjunct mailboxes at beginning of each semester. 

19.        Work with Power Campus database regarding faculty information in order to create database for faculty salary projections.

20.        Manage Academic affairs staff and faculty Job Postings/Uploading applications to Moodle and/or Interfolio software. 

21.        Making arrangements for on-campus visitors (hotel reservations, travel plans, catering needs).

22.        Processing reimbursements for Chairs, Faculty, Academic Dean and Academic Affairs staff as requested and coordinate purchase of materials, travel, or supplies for faculty grants.

23.        Other projects and duties as assigned.

Physical Demands/Working Conditions:

No physical demands.  Office settings.  The above statements are intended to describe the general nature and level of work being performed.  These are not to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel as so classified.