Administrative Assistant to the Provost/COO

1. PAFs/RRFs
   • Responsible for managing the flow of all Recruitment Requisitions Forms and Personnel Action Forms for employees/divisions that report to the Provost/COO. This includes making sure the parameters on the RRF are accurately reflected on the PAF, and keeping the Provost/COO abreast of inconsistencies.
   • Liaison between deans' offices/administrative offices and HR for tracking RRFs/PAFs, employment forms/contract offers.
   • Generate Allen Term, Summer term and Common Ground teaching contracts and PAFs. Ensure faculty/adjuncts are paid based on accurate enrollment figures after running Banner reports, and in a timely manner.
2. Maintain Provost Dashboard
   • Research, input, and maintain the information in the Provost Dashboard, tracking programs and new initiatives, faculty, scholastic standards, accreditation.
   • Run reports through Slate/Banner as needed for Provost and Dashboard
3. Promotion and Tenure Process
   • Organize the promotion and tenure process for all six academic units.
   • Coordinate with deans' administrative assistants to collect all relevant materials and generate workable documents and spreadsheets for the Provost.
   • Generate all P and T letters to faculty, incorporate the Provost's comments and send securely through NextCloud.
   • Ensure all letters that need signatures are returned and sent to HR with appropriate
     PAFs/documentation as needed.
   • Prepare Sabbatical letters and PAFs, and ensure timely delivery to HR.
4. Faculty records
   • Maintains electronic folders for each faculty member with CV and other pertinent information.
   • Coordinate logistics of Excellence in Teaching Awards and Faculty Scholar Awards, print certificates/check requests and provide all to Registrar's office for Honors Convocation.
5. Credit Card Manager
   • Reconcile monthly credit card statements for university credit cards assigned to direct reports under the Provost/COO office.
6. Accreditation
   • Serves as administrative support for preparation and submission of MSCHE accreditation reports and other accreditation processes.
   • Submit and track submissions for new programs to NYSED.
   • Maintain documentation of accreditation reports and update provost dashboard accordingly.
   • Notifies relevant university offices of program changes.
7. Annually compile and update organizational charts for each of areas that report to the Provost/COO. Ensure the website is updated with the new info.
8. Annually compile and update University Standing Committees for each of areas that report to the Provost/COO. Ensure the website is updated with the new info.
9. Periodically review the Provost web page and make necessary adjustments, update forms/documents as needed.
10. Track academic dishonesty cases.
11. Assist in the on boarding/training of Administrative Assistants on Alfred's routines/systems/procedures, etc.
    • Provide ongoing support
12. Assists in preparing for events sponsored by the Provost's Office. These events may include working outside normal business hours as needed.
    • Undergraduate Commencement & Masters/PhD Ceremony
    • AUNY Commencement, including travel to NYC
    • Opening Convocation
    • Honors Convocation
13. Edit correspondence/brochures for the Executive Assistant and Provost/COO, as needed.

• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives.
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students.
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience.
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment.
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols.
• Effective written and oral communication skills.
• Contributes to the overall success of the University by performing other duties as assigned.

• Formal Education: A.A. with appropriate training: B.A. preferred.
• Experience: Three to five years of secretarial experience working in a confidential office environment is required. Prior experience in higher education desirable.
• Additional Knowledge/Skills: Experience and discretion in handling confidential material and topics is of highest priority. Outstanding interpersonal skills and be able to work as part of a team. Have strong organizational, written, and oral skills and the ability to identify, prioritize, and complete multi-task projects as required. Flexibility and the ability to work independently and demonstrated commitment to ongoing professional development desired. High proficiency in Microsoft office suite. Knowledge of Banner desirable.

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.