FLSA EMPLOYMENT CATEGORY: Salaried; Exempt; Administrative; 12 months
DEPARTMENT: Provost’s Office
POSITION SUMMARY:
The individual in this role provides administrative support for the Office of the Provost, reporting directly to the Provost while also being the positive front face of the Provost’s Office. The ideal candidate for this position has excellent organizational and communication skills and can establish and maintain strong professional relationships. The person in this role must thrive in a collaborative team-oriented environment and adapt to changing needs and priorities. This individual must exhibit good judgment, excellent problem-solving skills, and ensure confidentiality in all work and interactions.
SUPERVISION RECEIVED/EXERCISED: There is no supervision exercised. The supervision received is through the Provost.
ESSENTIAL FUNCTIONS:
• Manage, assist, and engage with administrators, faculty, staff, and students in a fast-paced environment
• Perform general reception duties, including welcoming walk-ins and ascertaining their needs, answering phones, and processing mail
• Perform general office duties including scheduling appointments, transcribing notes, overseeing room reservations, and managing files
• Serve as the first point of contact for concerns from internal and external constituents, and direct them to the appropriate personnel
• Engage in verbal and written communication on behalf of the Provost and staff in the Provost’s Office
• Manage multiple calendars in cooperation with the Provost, staff in the Provost’s Office, and executive assistants in other offices
• Collect, distribute, and track a variety of documents and data
• Manage events for which the Provost’s Office is responsible, including coordinating logistics, sending invitations, tracking responses, and arranging for food, facilities, and technology
• Collaborate with department chairs and academic administrative assistants on the logistics of faculty searches, including setting up collaborative sites for documentation and coordinating on-campus interviews
• Complete small-scale research projects that include internet searches or communication with external parties, such as vendors or staff at other educational institutions
• Assist with the selection of software for the Provost’s Office
• Assist the Provost and Provost’s Office staff with additional projects as needed
REQUIRED QUALIFICATIONS:
• A minimum of 2 years of related experience
• Strong interpersonal, written, and verbal communication skills
• Understanding of when and how to maintain confidentiality
• A self-starter and the ability to work in a fast-paced office setting with frequent deadlines
• Proficient in the use of standard office software including Word, Excel, Acrobat Pro, databases, mail merge, and an integrated calendaring system
• Ability to work independently with minimal supervision and collaboratively with a wide variety of individuals
• Ability to perform tasks with exceptional accuracy
PREFERRED QUALIFICATIONS:
• Work experience in higher education
• Relevant college coursework or degree
• Work experience in an office setting
PHYSICAL REQUIREMENTS:
Job duties require sitting at a desk and computer for various lengths of time. Due to the inventory requirements of the role, individuals must be able to go up and down stairs, lift up to 20 pounds, and walk from building to building to complete necessary tasks.
APPLICATION PROCESS:
Interested candidates should submit an Alma College application, letter of interest, a current resume, and contact information for three professional references to Human Resources at careers@alma.edu. 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.