Vice Provost Assistant - Internal Only

This position is open to internal candidates only. External candidates will not be reviewed or considered. 

Salary/Position Classification

• $45,000 annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

This individual serves as the coordinator for undergraduate studies and enrollment management processes, providing administrative support for curriculum, academic program reviews, assessment & accreditation, Essential Studies, Enrollment Management, and Red Team. The individual will serve as the point person to answer questions on timeline and procedures and is responsible for records retention for documents related to these academic processes. The position also serves as the liaison to the Academic Affairs Council, NDUS, and SBHE on these matters.

Duties & Responsibilities

• Support to units reporting to the Vice Provost for Undergraduate Studies & Student Success
  • Back-up support for Student Disability Resources and Academic Support such as answering calls, intake, and helping students make appointments
  • Back up for areas across unit including front desk coverage for Advising Center, ELC, Tutoring & Study Center, and SDR
  • Management of unit-wide annual evaluation processes
  • Project management for initiatives across units as needed
• Curriculum coordinator with ND University System Office
  • Prepare submission forms to NDUS for AAC meetings.
  • Manage curriculum updates by working with faculty to ensure accuracy of form submissions as well as including on agendas at AAC at the system level.
  • Prepare curriculum notes for VPAA when attending AAC and SASC meetings briefing provost and/or vice provost prior to meetings.
  • Collaborate with Registrar's Office to ensure accurate CIP codes for programs.
  • Relay approvals/AAC minute meetings to appropriate audience (i.e., Deans and Chairs).
  • Work with University Curriculum Committee and the Registrar’s Office to ensure consistency and accuracy in updates
  • Maintain curriculum process website.
• Support of the following campus wide committees/meetings
  • Scheduling/invites (coordinating times for faculty and other committee reps)
  • Preparing agendas in collaboration with committee chair
  • Attending and taking meeting minutes/notes and recording official voting activity
  • Website updates/support 
• Support to Vice Provost for Undergraduate Studies & Student Success
  • Monitor and purchase office supplies.
  • Assist with scheduling.
  • Manage and submit annual inventory and key inventory.
  • Telecomm coordination - assist with pulling reports, requesting lines for new staff, etc.
  • Coordinate travel (airline ticket and hotel reservation) for Vice Provosts.
  • Perform other administrative support tasks, including drafting and proofreading correspondence.
  • Greet visitors (students, faculty, staff, alumni, etc.) in a professional manner.
  • Coordinate with vice provost budget personnel to encumber expenses and stay within budget(s).
  • Coordinate with HR/SSC/vice provost staff in regards to recruitments and human resources processes. 
• Professional Development and Other Duties as assigned
  • Perform special projects as assigned by the Vice Provost for Undergraduate Studies and Student Success and Vice President for Academic Affairs.
  • Serve as a member and/or lead relevant committees, task forces, etc. as needed or appropriate
  • Continue to grow professionally through participation in conferences, organizations, and other professional development opportunities. 

Required Competencies

• Excellent interpersonal verbal/written communication skills.
• Experience with Microsoft Office 365, Teams, Word, Excel, Blackboard, OmniUpdate, Zoom; or proven experience to quickly learn new technologies.
• Must possess maturity to handle confidential and sensitive information.
• Must be self-motivated, able to work independently and as part of a team.
• Requires attention to detail and excellent organizational skills.
• Ability to work collegially and collaboratively, have a positive attitude, and be enthusiastic and self-motivated.
• Exceptional interpersonal skills to deal effectively with administrators, faculty, staff, students, and university stakeholders
• Strong organizational skills and attention to detail.
• Maintain confidentiality.

Minimum Requirements

• Associate degree and two years related work experience or five years related administrative experience.
• Experience with Microsoft Teams, Word, Excel, PowerPoint, Outlook, Blackboard, and Zoom.
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Bachelor's degree
• Experience with PeopleSoft.
• 2 years directly related experience in an upper-level administrative office.
• Understanding of higher education and the structures within it.
• Understanding of academic offices and processes within them.