The Administrative and Operations Assistant is responsible for assisting in the daily office functions and operations in the Office of the Provost. Supporting the operations team (Finance Manager for Academic Affairs and reporting to the Assistant Provost for Academic Administration), the position will assist in the management of budget, administrative, and operations duties. The Assistant will also help support the Executive Assistant for Academic Affairs with reception duties, and manage graduate assistant support staff.
Perform reception duties (i.e., greet visitors, answer phones, direct calls, etc.) manage the office (i.e., order supplies, process mail, make deliveries, copy/fax materials, etc.).
Manage the use of shared spaces including the calendar for conference table use, conference rooms, and kitchen use; communicate with all Provost office staff on shared space guidelines and maintenance; schedules bi-annual cleaning of kitchen with outside vendor.
Assist the Executive Assistant in the maintenance of office records and office filing system.
Manages and coordinates the schedules for Graduate Assistants of the Provost's Office; serves as the manager for Graduate Assistants, who support general administrative functions for all Provost staff. Assists the Executive Assistant in hiring, training, and onboarding part-time student staff.
Assist with organization of special events as directed by the Assistant Provost.
Assist the Finance Manager in preparing and reviewing all purchase requisitions, invoices, vouchers, expense reports, and budget transfers; assist in administering all general reconciliation of funds in all Provost operating accounts using internal and external systems of management; preparing and routing for approvals.
Maintain vendor relationships for general office needs; process facilities requests for maintenance issues, bi-annual cleaning, and repairs as needed.
Provide support administering Provost Office Strategic Initiative budgets, Graduate Student Engagement Fund, Faculty Development Fund, Advertising and Academic Search fund, Start Up Funds for academic positions, Research Funds, and other projects as needed.
Assist Finance Manager and Assistant Provost in the onboarding of all new Provost staff, preparing and submitting purchase requisitions for new computers and equipment and opening facilities and IT service tickets as needed.
Reconcile receipts and process reimbursements submitted by faculty and chair search candidates of the School of Architecture, School of Liberal Arts, School of Art and School of Design.
Provides support for Faculty Development Fund (FDF) Application process by answering inquiries; maintaining the database for FDF; assisting in preparing PAF and processing reimbursements for awarded recipients.
Provide assistance to the Publicolor program by reserving classrooms, computer labs, and gallery.
Perform all other related duties as required and assigned.
Education: Bachelor's Degree in related field.
Experience: 2 years professional experience in higher education or non-profit setting.
Skills: MS Office Suite including working knowledge of Excel, Adobe Creative Suite. Basic financial acumen and desire to learn complex administrative processes.
Please submit your cover letter and resume via our internal application site at https://apply.interfolio.com/63696. If you are selected for an interview, please be prepared to provide at least 5 References via our on-line reference tool system. At least 2 of your References must be, or have been, your direct managers.
Equal Employment Opportunity Statement
We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion or belief, national or ethnic origin, citizenship, marital or domestic partnership status, sexual orientation, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.
Internal Number: 110879603
About Pratt Institute
The mission of Pratt Institute is to educate artists and creative professionals to be responsible contributors to society. Pratt seeks to instill in all graduates aesthetic judgment, professional knowledge, collaborative skills, and technical expertise. With a firm grounding in the liberal arts and sciences, a Pratt education blends theory with creative application in preparing graduates to become leaders in their professions. Pratt enrolls a diverse group of highly talented and dedicated students, challenging them to achieve their full potential.