Office Assistant, Academic Affairs Operations

FIT's Academic Affairs Operations unit oversees all academic programs and departments. This team supports instructional space readiness and equipment, curriculum initiatives, faculty hiring and promotions, research, learning experiences, faculty support, relevant policy development, and other related programming.

The primary purpose of this position is to support the day-to-day operations within the Office of Academic Affairs under the direction of the Associate Vice President and Chief Operations Officer (AVPCOO).

Responsibilities:

• Provides high level administrative support. This includes planning activities, managing calendars and budgets, taking meeting minutes, processing various expense reports and billing, records and project management, coordinating meetings/events, procuring supplies, tracking and following up on shared work orders/helpdesk related complaints, etc.
• Coordinates the flow and approval of interdepartmental forms sent to Academic Affairs Operations inbox to include: Actions Forms, College Business Authorization forms, Expenditure Review Forms, and others.
• Assists liaisons in Dean's offices.
• Collaborates with stakeholders to advance departmental initiatives.
• Provide assistance and support to the Administrative Coordinator of Student Contests and Industry-Sponsored Projects in preparing college wide FIT Academic Affairs Annual Report (this includes compiling reports from 47 academic departments, 4 schools and 13 support units)
• Survey academic space (conducts detailed surveys/assessment of classrooms) and prepares report
• Prepare Organizational Charts for the Office of AA as well as supporting departments and schools.
• Build, maintain and update electronic Faculty Release Time Forms; Winter/Summer Hours forms.
• Greet and direct visitors; promptly and properly responds to departmental inquiries.
• Maintain and update all webpages.

The preceding description is not designed to be a complete list of all duties and responsibilities required of the position; other duties may be assigned consistent with the classification of the position.

Minimum Qualifications:

• Associate's degree required.
• A minimum of two (2) years of relevant work experience.

Knowledge, Skills and Abilities:

• Demonstrated proficiency in Microsoft Office Suite and Google Apps including Drive, Docs, Sheets, Calendar, Contacts and Sites.
• Ability to maintain a high degree of confidentiality and discretion.
• Strong interpersonal and communication skills, especially the ability to communicate with different audiences ranging from students to executives.
• Exemplary attention to detail, project management, and critical thinking skills.

Preferred Qualifications:

• Bachelor's degree preferred.
• Prior experience in budget administration, campus operations, purchase requisition and invoice processing, monthly credit card reconciliation, grants operations, accounts receivable processing, overtime sheet review and processing, and excel spreadsheet preparation and analysis.

MENTAL REQUIREMENTS

Read Comprehend- Constant; Perform Calculations- Frequent; Communicate Orally- Constant; Reason & Analyze- Constant; Write- Constant

WORKING ENVIRONMENT

The position is on campus, primarily in an office environment.

PHYSICAL REQUIREMENTS

Sit- Constant; Stand- Occasional; Bend- Occasional; Walk- Occasional; Climb- N/A; Pull- Occasional; Push- Occasional; Lift<10- Occasional; Lift 10-20- Occasional; Lift over 50- N/A; Reach- Frequent

The UCE-FIT Collective Bargaining Agreement (CBA) dictates the compensation, benefits, and conditions of employment.
Starting Salary: $51,018 per year with step increments per Salary Schedule 90, after one year of service and annually thereafter.
(See Successor Agreement, page 7)

• Full-Time Benefits
• Employee Holiday and Work Schedule
• Remote Work Policy

Days/Hours: M-F, 9am-5pm, in person; work schedule subject to change based on needs of the department.

Review of applications will begin immediately until the position is filled.

Successful completion of a background check is required for appointment to this position once an offer has been made.