Secretary to the Office of the Provost

Profile

Full time/Part time:
Full-time
Location:
South Orange
Categories:
Staff
The primary purpose is to perform general duties to assist the Provost's Office assigned areas and in any special projects, to coordinate meetings, calendars and events sponsored by the office, maintain data/databases for faculty processes and documents/information sources produced out of the Provost's Office. The Assistant reports to the Assistant Provost and will assist with the office budget and will perform other services to committees that the office supports (e.g. the University Research Council, Middle States, etc.). The Assistant has access to highly sensitive and confidential information.
Duties and Responsibilities:
1. Perform general administrative assistant duties for the Provost's Office, including maintaining records, purchasing, and answering inquiries. Assists visitors and coordinates requests to the Provost's Office. Maintains various calendars, establishes priorities, and schedules appointments. Produces documentation and data reports.
2. Assists members of the Provost's Office with special projects e.g. Annual Reports, Catalogue and other documents.
3. Creates and maintains database and spreadsheet files and mailing lists, including assistance on a weekly basis with I-20 processing for the Office of International Programs. Serve as a Designated School Official (DSO), fulfilling reporting responsibilities and data entry within the Student and Exchange Visitor Information System (SEVIS). Guide students through the Form I-20 application process. Evaluate requests, communicate procedures, and issue initial I-20 and DS-2019 forms for incoming F-1 and J-1 students and exchange visitors. Performs related work as required to support the SEVIS program or ISSS initiatives.
4. Assists with meetings and events, e.g. awards events, receptions, commencement, new faculty orientation, etc. Regularly coordinates meetings, including arranging for facilities and catering, issuing announcements and invitations. Other duties as assigned.
Required Qualifications:
- Bachelor's degree, field of study: open
- 3-5 years experience with the requirements of an office like that of the Provost's Office.
- Up- to-date in Microsoft suite of tools such as word processing, spreadsheets, graphics, SharePoint, etc. to produce high-quality documents. Essential knowledge in creating tables, charts and graphs.
- Must demonstrate advanced knowledge on organizing assigned work and developing effective work methods.
- Strong ability to interact effectively with all levels of the University community as well as outside constituents.
- Accuracy, cordiality, and a respectful approach is critical to successful performance of the duties of this position.
Desired Qualifications:
- Experience with layout software desirable.
- Ability to create, review, and check reports, applications and other documents.
- Prepare documents in accordance with Office's routines and regulations.
- Ability to create official record of various meetings. Will coordinate meetings and events sponsored by the Office.
Salary Grade:
Staff Union (Local 153) - SU17.0
Exempt/Nonexempt:
Nonexempt
Physical Demands:
General Office Environment
Special Instructions to Applicants:
Please provide contact information for 3 professional references.
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Advertised:
11 Nov 2022
Eastern Standard Time
Applications close:

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