Academic Administrative Assistant – 23008

FLSA EMPLOYMENT CATEGORY: Salaried; Exempt; Administrative; 12 months; Part Time

DEPARTMENT: Provost’s Office

POSITION SUMMARY:

An Academic Administrative Assistant performs administrative support for the assigned academic departments and provides exceptional customer service to internal and external constituents. This position has regular interaction with faculty, students, staff, alumni, vendors, and the public.

SUPERVISiON RECEIVED/SUPERVISION EXERCISED:

This position reports to the Assistant Provost for Academic Operations, although day-to-day instruction is received from the faculty. There are no supervisory duties.

ESSENTIAL FUNCTIONS:

• Perform general office duties including preparing communication, classroom, presentation, or promotional materials; coordinating departmental mailings; completing work orders and purchase orders; coordinating classroom scheduling; and assuring that office equipment is in working order.
• Provide professional, friendly and responsive customer service to all constituents by answering calls and emails and providing accurate information to faculty, students, staff, alumni, vendors, and the public.
• Collect and maintain accurate records of programs; faculty CVs, office hours, and syllabi; and student activities.
• Maintain accurate records of department budgets and produce financial reports as needed.
• Assist with the logistics of faculty searches as directed by the Provost’s Office.
• Facilitate special projects, activities, or events as assigned by the supervisor or the designated department chairs.
• Other duties specific to the designated academic departments as assigned by the supervisor or the department chairs.

REQUIRED QUALIFICATIONS:

• Two years’ experience in a professional office setting
• Proficiency in the use of standard office software including Word, Excel, Acrobat Pro, databases, and mail merge
• Ability to work independently with minimal supervision and to prioritize assignments from multiple sources
• Ability to work cooperatively with all constituent groups

PREFERRED QUALIFICATIONS:

• Work experience in higher education
• College coursework or degree
• Experience working with underrepresented, first-generation, Pell-eligible, and diverse populations

PHYSICAL REQUIREMENTS:

• Job duties require sitting at a desk and computer for various lengths of time
• Individuals must be able to go up and down stairs, lifting up to 20 pounds
• Walk from building to building to complete necessary tasks

APPLICATION PROCESS:

Interested candidates must submit an Alma College application, letter of interest, and a resume to Human Resources at careers@alma.edu. Priority will be given to applicants who apply by Monday, June 17, 2024. Incomplete applications will not be considered.

Alma College is classified as a selective Baccalaureate College: Diverse Fields by the Carnegie Foundation for the Advancement of Teaching. Committed to academic excellence and development of responsible leaders, Alma’s students thrive on challenging academic programs in a supportive, small-college environment emphasizing active, collaborative learning and close student-faculty interaction. Alma is a private Phi Beta Kappa institution located in the center of Michigan’s Lower Peninsula.

Alma College is an Equal Opportunity Employer, and is committed to recruiting and retaining a diverse faculty, staff and student body.

Alma College recognizes that we are all transformed when we celebrate and value the varied identities backgrounds, experiences, and perspectives in our campus community. We are committed to recognizing and removing barriers to success and providing equitable access to opportunities through education and advocacy. In our increasingly diverse campus and world, we pledge to create a climate where everyone is safe and free to grow intellectually, spiritually, and emotionally. For more information about the College, visit www.alma.edu.