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Job ID: 118322

Administrative and Academic Support Assistant
Embry-Riddle Aeronautical University

Date Posted Jan. 15, 2019
Title Administrative and Academic Support Assistant
University Embry-Riddle Aeronautical University
Daytona Beach, FL, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services

Embry-Riddle Aeronautical University is recruiting for an Administrative and Academic Support Assistant for the Daytona Beach campus. This position has split responsibilities, spending 50% of the time in the Office of the Provost as an Academic Support/Credentialing Specialist and 50% of the time in the Research Faculty Fellow’s Office as an Administrative Assistant.

The person in this role is responsible for the credentialing process of faculty on the Daytona Beach campus including having oversight of the Faculty Course Applications (FCA) process for new and existing faculty members. This position is the liaison for Campus Solutions (CS) and has to be proficient in the CS program. This position works closely with the colleges’ support staff and the Human Resources department to keep campus files current and accurate and with the Institutional Effectiveness staff to supply accurate and detailed information required for reaffirmation and accreditation. This position also provides assistance as needed to the Vice Provost for assisting with campus communication via external website, ERNIE, SharePoint, and other technologies. As the Administrative Assistant in the Research Faculty Fellow’s Office, the person in this role is responsible for serving as the office manager and maintaining documents and policies relevant to the office including FIRST Internal Grants RFPs, list of awards and amounts, follow-up communications, data entry and maintenance for follow up, receiving and cataloging internal grant reports, and maintaining presentations.

Responsibilities include the following:
Maintain and document internal processes for enhancing credentialing, workflow, assessment and reporting efficiency working closely with Colleges and departments. Oversee implementation and training of campus processes working with the Colleges and departments.
Maintain the Daytona Beach faculty files including the collection of credentials, CVs (resumes) and experiential documentation. File paper documents into faculty files maintaining high level of accuracy.
Credential faculty through the Faculty Credentialing Application including the collection and data entry of forms.
Assist with the imaging process for Daytona Beach faculty, including scanning and routing faculty documents into the appropriate imaging system files, and the training of student employees on the scanning and filing process.
Provide faculty reports and spreadsheets from the database for academic management analysis.
Edit websites and campus communication in conjunction with the Provost’s office.
Coordinate internal competitions for venues such as NSF MRI proposals and maintain a monthly Research Faculty Fellow’s Office event calendar. Facilitate creation and distribution of marketing materials – i.e. flyers, email alerts, and advertising for outside sources. Contact potential marketing sources and coordinate material and distribution dates; facilitate maintenance of research website; assist with coordination of extramural funding opportunities; and maintain schedule of professional education courses over academic years.
Serve as office manager of the University Research Faculty Fellow and supporting office activities including but not limited to coordinating travel arrangements, hiring and scheduling student assistants, managing the submission and approval of student time cards (verifying accuracy), and ordering office supplies, promotional materials, and forms.
Facilitate meetings and events, including securing meeting space and assuring availability of online presence for participants who are not local; attending meetings and workshops as needed, taking minutes and additional notes at meetings, and managing the sharing of documents as requested by the Research Faculty Fellow; communicating with potential attendees and answering any questions they may have and/or referring them to others as appropriate; being present at all meetings regarding Administrative Assistant updates on policy and procedures; and coordinating meetings and events, reserving rooms, ordering food from Sodexo, and sending calendar invites.


Required Qualifications:
Bachelor’s degree.
3-5 years of related work experience.
Background with databases and web applications.
Strong customer service skills, written and verbal communication skills, and attention to detail.

Preferred Qualifications:
Experience with Campus Solutions preferred.

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