Executive Assistant to Dean of Graduate Studies and Associate Vice Chancellors in Academic Affairs

About the Role

This is a full-time, professional academic staff position available in Academic Affairs, serving as the Executive Assistant to the Dean of Graduate Studies and Associate Vice Chancellors in Academic Affairs. The assignment is renewable based on performance and funding.

Position Summary

This position provides administrative support for the offices of Graduate Studies and Academic Affairs. The Executive Assistant requires strong written and oral communication abilities, a high degree of professionalism, and the ability to function under minimal supervision with significant independent decision-making. Responsibilities include overseeing projects and processes, preparing correspondence and reports, and managing budgets.

Key Responsibilities

• Office of Graduate Studies (70%):

• Manage the activities of the University Office of Graduate Studies, providing information on graduate programming.

• Maintain the graduate catalog and website, and manage the Graduate Council.

• Maintain university graduate policies and procedures.

• Collect warrants of completion for written and oral comprehensive exams.

• Assist in the development and revision of the university-wide thesis manual, staying current on copyright regulations.

• Maintain graduate faculty status in the database.

• Serve as a university representative for graduate studies at informational events.

• Independently organize Graduate Student Appreciation and Research Day.

• Implement rules, regulations, policies, and procedures for all graduate programs.

• Advise students and faculty on graduate program requirements.

• Assist with graduate admissions by preparing acceptance or rejection letters.

• Review and process eForms for graduate and accelerated students.

• Analyze data reports and review degree audits for student progress.

• Maintain a list of candidates for graduation each term and manage communication regarding requirements.

• Assist in all aspects of graduate registration, including timetable development and answering student/advisor questions.

• Coordinate the application and recommendation process for graduate assistantships, fellowships, and grants.

• Analyze applicant progress to determine eligibility for awards.

• Maintain tracking for assistantships, fellowships, tuition remissions, and AOP awards.

• Write employment contracts for graduate assistantships.

• Interpret, analyze, and prepare reports (e.g., enrollment, class size, degrees awarded).

• Process online student applications for admission and upload documents.

• Access online budget information, serve as liaison with the Business Office, and request budget transfers.

• Establish and maintain credit card(s), process receipts and orders, and verify monthly accounting reports.

• Administrative Support to Associate Vice Chancellors and Dean of Graduate Studies (30%):

• Provide logistical support for meetings.

• Coordinate the calendar and schedule of the AVCs/Dean.

• Prepare and publish the opening academic year calendar.

• Make travel arrangements and process travel expense reports.

• Assist in the development, maintenance, and improvement of the Academic Affairs website and SharePoint site.

• Access online budget information and provide budget updates as requested.

• Other Duties As Assigned

Requirements & Tech Stack

• Minimum Qualifications:

• Excellent organization, communication, and customer service skills.

• Ability to attend to detail.

• Commitment to a collaborative work environment; strong interpersonal and collaboration skills to interact effectively with administrators, faculty, staff, students, visitors, and community partners.

• Demonstrated verbal and written communication abilities.

• Knowledge of or desire to learn Workday, BP Logix, CampS, and other commonly used university applications.

• Advanced knowledge of Microsoft Office (Word, Excel, Outlook).

• Preferred Qualifications:

• A bachelor’s degree from a regionally accredited institution.

• Experience working in an administrative support role.

Qualifications

• Excellent organization, communication, and customer service skills.
• Ability to attend to detail.
• Strong interpersonal and collaboration skills.
• Demonstrated verbal and written communication abilities.
• Advanced knowledge of Microsoft Office (Word, Excel, Outlook).
• Knowledge of or desire to learn Workday, BP Logix, CampS, and other university applications.

Preferred Qualifications

• Bachelor’s degree from a regionally accredited institution.
• Experience in an administrative support role.