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Executive Administrative Assistant to the Office of the Academic Dean and the Office of the Associate Provost

Department: Academic Affairs

Location: Des Moines, IA

Grand View University aspires to serve a diverse community of learners- students, faculty, and staff- in an inclusive and equitable environment with the goal of empowering all to achieve their fullest potential. Our objective is to sustain a campus environment that is free from the power imbalances and institutional biases that contribute to systems of oppression, while preparing our students to stand against those inequities when they leave Grand View.

Grand View University is dedicated to the goal of an inclusive campus where people of diverse identities feel welcomed and empowered to shape our culture and processes. At Grand View University we view diversity through the collective or group and we welcome and affirm the thoughts and experiences each distinct member brings to our community of learners.

To learn more about Grand View-s commitment to diversity, and to read our entire Diversity Statement, click on this link: https://www.grandview.edu/about/diversity

General Purpose of Position:

Provides administrative support to the Office of the Academic Dean and the Office of the Associate Provost. Performs routine, complex, and confidential administrative support functions. Works professionally with a variety of both internal and external audiences.

Essential Responsibilities:

• Provide administrative and research support for the development, compiling and reporting of projects undertaken by the Dean and Associate Provost.

• Coordinate with Department Chairs and pertinent staff members to assign students to faculty advisors and to monitor faculty advising loads.

• Provide administrative support for the management of online IDEA.

• Maintain office area in a clean and professional manner.

• Order and maintain appropriate supplies and forms for office use.

• Maintain a thorough, accurate and organized record system for academic forms, course syllabi, personnel files, student concern files, Division of Graduate and Professional Studies databases and miscellaneous general files.

• Collect and file course syllabi from faculty members within the Colleges.

• Complete budget requisitions for submission to Accounts Payable; reconcile credit card statements; provide other forms of budget support as needed.

• Assist faculty, department chairs, and students with the completion of administrative forms.

• Prepare and proofread administrative paperwork and correspondence such as letters, reports, memos, schedules, budgets, and minutes.

• Screen telephone calls and visitors to the Deans- Office, answer general questions and attempt to resolve problems/concerns at the appropriate level. Explain the -chain of command- to students when issues of concern arise.

• Maintain electronic calendars, schedule appointments, and make necessary preparations for appointments as needed.

• Plan for special meetings/workshops by making room reservations, coordinating other activities, and preparing agendas and handouts.

• Provide administrative support during the summer months for academic departments who are supported by an administrative assistant who works only during the academic year.

• Assist in maintaining good employee relations and morale by projecting a positive, constructive attitude.

• Maintain confidentiality.

• Keep the Dean and Vice Provost informed of all matters which are pertinent to their positions or to the University as a whole.

• Assist in processing and preparation of faculty contracts.

• Other duties as assigned.

  Qualifications and Requirements:

  1. Bachelor's degree preferred.

  2. Excellent grammar, spelling, punctuation, writing and communication skills required.

  3. Previous administrative assistant or secretarial experience required.

  4. Proficiency in the use of computers, email, and the Microsoft Office Suite required.

  5. Prior experience at an academic institution preferred.

  6. Must be highly organized, detail-oriented, and able to maintain confidentiality.

  Working Conditions:

  Work is performed in a normal office setting. Sits, stands, bends, lifts and moves intermittently during working hours. During course of day, can interact with students, faculty, and staff by computer, phone, or in person.

  All applicants must apply through our online application system.

  Grand View University is an equal opportunity employer. The University has a strong commitment to the principles of diversity and, in that spirit, seeks a broad spectrum of candidates, including women, members of minority groups, and people with disabilities.

  A pre-employment background check is required.

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