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Administrative Assistant Academic Affairs


Academic Affairs



Position Description

The Administrative Assistant provides direct support to the Chief Academic Officer. The position is a front-line customer service oriented job in addition to the daily management of the office. ​Minimum of three to five years of related experience with proven administrative skills; ability to manage multiple issues with a capacity to prioritize responsibilities and manage deadlines; able to work with confidential information with discretion. Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills required. Advanced skill in Microsoft Word, Excel, PowerPoint, SharePoint, Access and Outlook necessary. Proactive and independent approach to work; team player with a strong sense of ownership needed. Demonstrated ability to focus on details with accuracy. Sense of humor a plus.


Essential Job Duties:

  • Handles confidential information and uses highest discretion regarding sensitive matters
  • Maintains CAO's calendar
  • Maintains records and files of all faculty and follows up on missing items required by SACS
  • Creates/prepares correspondence, reports, graphs, spreadsheets and database in MS Office: Word, Excel, PowerPoint, SharePoint, Access and Outlook
  • Organizes and prepares for meetings and events hosted by the Office of Academic Affairs
  • Assists students and faculty who contact the office for information
  • Ability to work with little supervision
  • Receives and reviews for accuracy routine paperwork for Chief Academic Officer's approval and routes to appropriate offices
  • Verifies payroll requests for faculty and reviews for accuracy
  • Verifies that funds are available in departmental budgets prior to processing payments
  • Maintains electronic files
  • Sort and distribute mail
  • Makes travel arrangements as needed for conferences and meetings
  • Coordinate the administration of annual faculty evaluations (SIRS II)
  • Represent the Office of Academic Affairs in a professional manner to all constituencies
  • Other duties as assigned

Special Skills:

  • Excellent writing skills
  • Excellent critical thinking skills
  • Ability to use discretionary judgment
  • Excellent oral communication skills
  • Excellent computer skills, with proficiency in MS Office Suite, Access and SharePoint
  • Excellent problem-solving abilities
  • Excellent time management skills
  • Clear, concise and effective communication using the English language
  • The ability to respond in a timely and welcoming manner

Work Conditions:

  • Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings
  • Standard work hours 8:30 am to 5:00 pm, Monday - Friday
  • Some nights and weekends may be required
  • Incumbent will be exposed to frequent noise caused by telephones and office machines

Physical Requirements:

  • Must be able to lift and carry equipment and supplies weighing up to 40 pounds
  • Must be able to bend, stoop and reach
  • Must be able to sit or stand for extended periods of time
  • Manual dexterity to efficiently operate a computer keyboard and other business machines
  • Near vision sufficient to read written communications and computer display screens
  • Adequate hearing to communicate effectively in person and by phone

This is not an exhaustive list of all responsibilities, duties and or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs. 




Prerequisites Required for Position:

Minimum Education Requirement: High School Diploma; college preferred

Minimum Work Experience: Three to five years experience as an administrative assistant at the executive level preferred

Preferred Qualifications:

  • Experience in an academic environment
  • Good sense of humor

To Apply

​Send JU Administrative/Staff employment application, resume and letter of interest, via electronic email or surface mail, to:

Dr. William Crosby, Acting Chief Academic Officer
Office of Academic Affairs
Jacksonville University
2800 University Blvd N.
Jacksonville, FL 32211




Created at 11/13/2013 10:52 AM by Green, E'Lisa
Last modified at 1/15/2014 3:27 PM by Moneypenny, Celeste