Position Details To create a Posting, first complete the information on this screen, then click the Next button or select the page in the left hand navigation menu. Proceed through all sections completing all necessary information. To submit the Posting to Human Resources, you must go to the Posting Summary Page by clicking on the Next button until you reach the Posting Summary Page or select Posting Summary Page from the left navigation menu. Once a summary page appears, hover your mouse over the orange Action button for a list of possible approval step options. Position Information Position Title Administrative Assistant to the Associate Dean of Academic Affairs Status Full Time Job Summary Responsible for providing administrative assistance and support to the Associate Dean for Academic Affairs. Must be able to work cohesively as team member with the staff associated with the Office of Academic Affairs and the staff in the Office of the Dean. The Administrative Assistant represents the Associate Dean in communications with administrators, faculty, staff, students, external stakeholders, and the public, and reports to the Associate Dean for Academic Affairs. Essential Job Duties
- Maintain and update curriculum balance sheets with grades, provisional credit allowance sheets, and undergraduate prerequisites for all veterinary students to ensure that all student files/records are complete and accurate for graduation clearance through the Registrar's Office.
- Collect grade sheets from faculty and submit the original grade report to the Registrar's Office
- Maintain a record of all grade sheets from faculty and other academic personnel.
- Assist the Associate Dean with generating letters to students informing them of their academic performance.
- Maintain accurate files on each student entering the veterinary program by communicating with the Admissions Office to ensure that each student folder contains the required documents (original acceptance letter, original transcripts, pre-veterinary provisional credit allowance sheet, admissions application).
- Request official transcripts and other information needed for completion of students' academic files.
- Disseminate information related to the academic veterinary program.
- Assist students with academic-related requests.
- Assure necessary confidentiality of information.
- Type letters, reports and other correspondence as directed by the Associate Dean.
- Answer and make telephone calls on behalf of the Associate Dean.
- Make travel arrangements, appointments and arrange meetings/conferences as requested by the Associate Dean.
- Assist the Associate Dean with reports requested by the Director of Admissions, the Chairperson of the Academic and Professionalism Advisory Committee, and other reports and requested materials.
- Work with office personnel to order supplies/equipment needed.
- Ability to work well with other office personnel and assist where needed.
- Maintain contact with activity directors to minimize problems in program operation.
- Register first-year students each semester.
- Assist all enrolled students with registration matters, as needed.
- Audit student courses and grades each semester to ensure curricular compliance.
- Prepare senior course and grade audits and verify any incompletes or other issues are. resolved to ensure accuracy and compliance for graduation. Preparing balance sheets for. classes and upon request for veteran's affairs.
- Generate excel reports upon request for course grades, scholarships and class ranking reports.
- Maintain records of all mid-term and end of semester grade sheets from faculty.
- Assist Associate Dean with generating letters to students verifying their academic performance.
- Assist students with academic and non-academic related requests (state licensure applications, verification letters, and/or problems).
- Collect student data ethnically/racially underrepresented in veterinary medicine.
- Perform other related duties as assigned
Qualifications (Education, Experience and Specialized Training)
- Bachelor's degree with one (1) year if experience or an associate degree with 3 years of administrative experience.
- Previous experience in office administration and/or supervisory level position.
Physical Demands
- Ability to operate standard office equipment
- Ability to walk short distances
- Ability to lift and carry parcels, packages and other items
- Ability to view a computer terminal
Skills and Attributes Knowledge:
- Microsoft Word, Excel and other software for generating reports and statistical data
Skill:
- Communicate effectively, both verbal and written.
Ability
- Must have patience with students and willingness to be helpful.
Posting Detail Information Posting Number S888 Will this position required travel? No Will this position required night, weekend, and after hour work? No Will this positon be supported using grants or contract funding? No Number of Vacancies 1 Desired Start DatePosition End Date (if temporary)Open DateClose DateOpen Until Filled No Special Instructions Summary Each applicant, including all current employees, must complete and submit the following documents:
- Tuskegee University employment application
- Cover Letter
- Resume/CV
- Recommendation letters
- Copies of unofficial transcripts.
- Please note that official transcripts(s) will be required upon hire
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