Provide a high degree of judgement, discretion, and initiative in coordinating daily confidential, administrative, technical, and analytical support to the Associate Provost and Assistant Vice President on a wide array of matters including office matters, human resource matters, policy, planning, and employee onboarding.
Oversees the daily operations of the Office of Student Success (OSS) to ensure effective and efficient office procedures and processes are being followed. Troubleshoot problems, handle highly confidential and sensitive issues, and respond to a variety of situations referred to the Associate Provost and Assistant Vice President by university officers and constituents.
Under the direction of the Associate Provost and Assistant Vice President, works with the OSS Communication Specialist III to create, coordinate, and finalize various internal and/or external communications on behalf of the Office of Student Success.
Serves as a liaison with intra-campus personnel and campus constituencies to increase coordination and communication, including the President, Vice Presidents, Associate Vice Presidents, Deans, Associate Deans, Academic Senate, Associate Students Inc. (ASI), students, faculty, staff, alumni, parents, Chancellor's Office, professional associations, accrediting agencies, government officials, community leaders, and the general public.
Assists in maintaining official confidential communiques, sensitive research and records related to meetings, correspondence, student situations, and internal procedures.
Maintain a complex executive appointment calendar, based on knowledge of priorities and goals of the Associate Provost and Assistant Vice President.
Work closely with the Associate Provost and Assistant Vice President to provide guidance and support to OSS managers and staff, to foster a strong service culture within the subdivision, and to facilitate assessment and quality improvement activities.
Establish priorities and action timelines: create and use database to manage workflow and to plan and coordinate projects.
Assist the Associate Provost and Assistant Vice President in supporting the work of advisory boards and in fostering positive relations with current and potential donors and supporters.
Serve on committees and project teams: record, transcribe, and disseminate minutes, send email call for agenda items; compile and distribute meeting agendas and other associated meeting materials, prepare reports and presentations, and follow up on action items as necessary.
Project Management Support
Coordinate the agenda and schedule the meeting for projects and initiatives led by OSS. Follow-up on any action items as necessary.
Works independently on special projects for the Office of Student Success as directed by the Associate Provost and Assistant Vice President
Budget Oversight
Assist the Associate Provost and Assistant Vice President, OSS managers, and project staff in all phases of budget planning and administration to ensure the appropriate and efficient use of resources.
In partnership with the Student Success Specialist/Analyst: Assist the Associate Provost and Assistant Vice President as principal investigators of several projects and grants.
Maintain approved Associate Provost and Assistant Vice President office budgets and monitor the financial activity of budgets, reporting departments and funded projects.
Oversee general fund accounts as well as a variety of non-state funded accounts; Coordinate credit card and petty cash accounts; serve as the unit's purchasing agent; monitor allocations, review and approve expenditures which may require higher level signatures, track expenses and transfers, reconcile accounts by using the online PeopleSoft finance system, OneSolution and Tableau finance dashboards and budget reports; and prepare spreadsheets and financial reports. Serve as a liaison to University Financial Services, Budget Office, Procurement and Support Services, ASI Budget Office, Foundation Financial Services (Grants and Contracts) and other offices.
Maintain fiscal records, including budget forms, position status reports, vouchers, requisitions, purchase orders, and invoices. Analyze, summarize, and interpret information; evaluate processes; make recommendations to promote efficiencies, and audit readiness, and full compliance with applicable laws, policies, and regulations; and advise the Associate Provost and Assistant Vice President and project staff of significant budget issues, trends, irregularities, and corrective actions.
Meet periodically with budget coordinators of departments reporting to the Associate Provost to share information and ensure adherence to fiscal policies and pro
Requirements :
Bachelor's degree OR equivalent from an accredited institution in accounting, business administration or a related field OR a combination of education and experience which provide the required knowledge.
(3) years of progressively responsible analytical experience including two years performing work involving the preparation, justification, and analysis or the control and administration of a budget or budgetary program.
Thorough detailed knowledge of applicable university infrastructure, policies, and procedures; Thorough knowledge of English grammar, punctuation and spelling; Thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; Ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; Working knowledge of budget policies and procedures; Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; Ability to draft and compose correspondence and standard reports; Ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.