Academic Affairs - Administrative Assistant

Capitol Technology University, a nonprofit university located in Laurel, Maryland seeks an Administrative Assistant to perform secretarial and administrative work of a complex nature for the J cademic Department, but not limited to: general office functions, scheduling, database ent1y, Excel spreadsheet creation, data analysis and formatting of data reports, assisting with various University events, and other duties as assigned. Xlith a solid understanding of the operations, business practices, strategies, and goals of the institution, the individual in this position ensures that the activities of the Dean arc executed and supported optimally. Serve as the primary point of contact to the VPAI , Academic Deans and Chairs. Serve as the main interdepartmental contact person with other university departments, i.e., other academic instin1tions, faculty, staff, students, alumni, dignitaries, and visitors. Performs specialized and confidential adm.inistrative duties, including assisting in preparing reports for a variety of committees and meetings. The Academic Administrative Assistant will report to the VPAA.

DUTIES AND RESPONSIBILITIES:

The following are the primary duties and responsibilities:

Composes and prepares routine correspondence for signature

• Independently prepares recurring reports for signature
• Answers the phone, provides information and receives information concerning matters related to the departments.
• Maintains a calendar of meetings and does the necessary scheduling while assuring that complete information is available for all matters.
• Maintain inventory of supplies
• Establishes and maintains a variety of files and records.
• J ttend meetings of committees of the University to take notes, transcribe and distribute to committee members in a timely manner.
• Complete purchase orders and payment requests and maintain financial records.
• Assist witl1 preparing documents/letters, packets of information and presentations.
• Assist registrar's office witl1 updating all textbooks and materials needed for student courses and registration
• Coordinate with new faculty members and publishers to make certain instructional materials arc available for semester courses
• Assist in the coordination of travel reimbursements
• Support planning/coordination of special academic events involving faculty and otl1er university constituents and act as liaison for these events. Honors Convocation, r:acult:yOrientations
• Exercises discretion in identifying and escalating priority inquiries and requests to tl1e Dean and
• Maintains the shared transfer evaluations folder and coordinates updates between academics and other departments.
• Coordinates the agendas and minutes for meetings such as the Academic Affairs Meeting, Academic Affairs Committee and supports the Institutional Review Board (IRB).

POSITION QUALIFICATIONS:

• BS/BA in Business Administration preferred.
• Two or more years of professional experience general office practices and administrative assistant duties/responsibilities.
• Must have a strong knowledge of Excel, Word, PowerPoint and ability to both learn and effectively operate the Jenzabar database.
• Must have exceptional communication skills.
• Able to work independently and proactive thinking/planning.
• Must be able to maintain confidential information.
• Must have a customer service focus and positive disposition.
• Must be mission focused
• Must be able to adapt, learn new tasks/duties/ assignments and be flexible.

PSYICA DEMANDS:

Requires sitting occasionally for extended periods of time, and repetitive motions for operating computer mouse and keyboard. Hearing and effectively communicating on the telephone. Ability to lift, pulls, bends, grasp, occasionally lift up to 20 lbs., reach top of four-drawer file cabinet. Visual demands: Computer monitor and reading.

EQUAL EMPLOYMENT OPPORTUNITY:

Capitol Technology University is proud to be an equal opportunity employer committed to hiring a diverse and inclusive workforce. As stated in our Equal Employment Policy, Capitol Technology University provides equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of sex, sexual orientation, gender (including gender identity and/or expression), pregnancy, race, color, creed, national or ethnic origin, citizenship status, religion or similar philosophical beliefs, disability, marital and civil union status, age, genetic information, veteran status or any personal attribute or characteristic that is protected by applicable local, state or federal laws.

REVIEW PROCESS:

An initial set of three-month, six-month, and one-year goals will be established that directly relate to the work with the respective Academic Dean as that will be reviewed to and agreed upon. In addition to this job

description outlining the duties and qualifications, the goals will be reviewed within three months, six months, and then yearly.