Administrative Assistant, Office of Academic Affairs

Job Description

Job Description

SUMMARY: This position provides administrative support for one associate provost and one assistant vice president on as-needed basis, manages the university’s adjunct faculty contract system, oversees the processes for the academic Honor Code cases, and partners with other Academic Affairs staff on event management. This is a full-time position reporting to the Assistant Vice President for Academic Success & Operations and is an in-person position.

Essential Duties and Responsibilities:

• Work collaboratively with other staff to ensure office coverage during business hours (8:30am-5pm, Monday-Friday).
• Serve as a knowledgeable resource for the office for inquiries and requests.

Serve as Administrative Support for Academic Leaders

• Provide calendaring support for the Associate Provost for the Undergraduate Experience Assistant Vice President for Academic Success & Operations as requested.
• Support Associate Provost and Assistant Vice President in organizing and preparing for group meetings (secure room, prepare agenda and supporting materials, etc.)
• Serve as recording secretary for the university’s Graduate Council at the direction of the Provost.
• Process materials requiring the signature of Associate Provost and Assistant Vice President and maintain records as required (purchase order requests, travel reimbursements, contracts, affiliation agreements, payment for services, stipends, etc.)
• Facilitate collection of monthly purchase cards reports from direct reports of Associate Provost to ensure reconciliations are completed by university deadlines.
• Create itineraries and oversee pertinent arrangements for visitors.
• Make travel arrangements, including flights, hotels, ground transportation, etc. as needed.

Oversee and Manage Key Academic Processes

• Oversee and manage the adjunct faculty contract process. Work collaboratively with the school/college deans’ offices to ensure the process is effective and efficient.
• Support the Assistant Vice President with managing the intake process for student academic Honor Code violations submitted by faculty via the university’s software tool (Maxient). Ensure cases are resolved in a timely manner and that relevant documents are uploaded into Maxient.
• Maintain paper and electronic filing systems including academic files, records, transcripts, and databases, ensuring security of highly confidential information.

Coordinate Evens

• Support faculty events organized by Academic Affairs, including collaborating with office colleagues on programs such as Summer Teaching Showcase, new faculty orientation, and Day of Scholarship & Service.
• Provide event and program support for academic program directors (including general education, honors program, and undergraduate research) as requested by the Associate Provost or the Assistant Vice President to whom the directors report.
• Collaborate with Student Life and other campus partners to ensure smooth and effective planning and execution of two annual undergraduate events, the Sed Ministrare ceremony and the Rexy Awards ceremony.

Ensure that the Office of Academic Affairs Operates Efficiently

• Maintain filing systems as needed including managing the physical Academic Affairs file closet and securing it at the end of each working day.
• Maintain orderliness of Academic Affairs office space and welcoming visitors and those with appointments with office leadership.
• Order office supplies as needed.
• Work collaboratively with other Academic Affairs office staff and the President’s Office staff on events and scheduling as needed.
• As needed, serve as back up support for the assistant to the Provost.

Nonessential Duties and Responsibilities:

• Other duties may be assigned to meet unit or university needs.

Knowledge, Skills, and Experience Required:

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of 3 years of relevant experience, preferably in higher education.
• Expertise in Microsoft Office suite, particularly Outlook, Excel, Planner, and SharepointT
• Ability to quickly learn and assimilate new systems and information
• Exercise considerable tact, judgment and diplomacy while maintaining exemplary poise and a professional image.
• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands and shifting priorities.
• Ability to learn how to effectively anticipate needs.
• Must possess a strong work ethic and a good sense of humor.
• Strong interpersonal skills with the ability to deal effectively with all levels within the University, including faculty, staff, students and vendors.
• Maintain the utmost discretion and integrity, especially pertaining to confidential matters.
• Strong customer service orientation
• Commitment to the inclusive mission of Queens.
• Excellent verbal and written communication skills
• Excellent attention to detail
• Excellent follow-up and follow-through skills
• Ability to plan, organize and control large and small projects through to completion
• Proven ability to work independently and as part of a team
• Ability to accept direction on assignments, building support from colleagues where applicable

Additional information on work conditions:

• Must be willing at times to work a flexible schedule to meet requirements of the position, including occasional evenings and weekends for select event support.
• Must be able to work in office environment with open borders (no office) while having contact with board members, faculty, staff, students, parents, service providers and vendors on any given day
• Work has deadlines, multiple interruptions, high volume and can be stressful at times.

Application Process

If this position sounds like a great fit, please submit the following:

1. A cover letter addressing your qualifications and relevant experience
2. A current résumé
3. Salary expectations

Applications received by August 21, 2026, will receive first consideration. Queens will continue to accept applications until the position is filled.

Located in the heart of one of the nation's fastest-growing metropolitan regions, Queens University of Charlotte has a long-standing commitment to academic excellence, student-centered learning, and global engagement — supported by dedicated international student services. At Elon University, global engagement is embedded in the core curriculum as a graduation requirement, making international student services integral to the university's educational mission.

As Queens and Elon University move toward a shared future, the institutions are building upon their respective strengths to create expanded opportunities for students, faculty, and staff. Drawing on the expertise of Queens' Pulliam Center for International Education and Elon's Isabella Cannon Global Education Center, this partnership is advancing an integrated vision for global education, international student support, and intercultural engagement that prepares students to thrive in an increasingly interconnected world.

Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sex, sexual orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs.

Nothing in this job description restricts the university’s right to assign or reassign duties and responsibilities to this job at any time; this description reflects the university’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; this job description is subject to change at any time.