Faculty Assistant

🎯 Role Definition

The Faculty Assistant is a cornerstone of our academic department, serving as the primary administrative partner for a group of faculty members. You will be responsible for a wide range of tasks, from managing complex schedules and travel to assisting with course preparation and research projects. This position requires exceptional organizational skills, a high degree of professionalism, and the ability to thrive in a dynamic, intellectually stimulating environment. The ideal candidate is a proactive problem-solver who can anticipate needs and facilitate the success of our faculty's teaching and research missions.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Office Coordinator
Executive Assistant
Research Coordinator (Admin)

Advancement To:

Senior Faculty Assistant
Department Manager
Program Coordinator
Grants & Contracts Administrator

Lateral Moves:

Research Administrator
University Events Coordinator
Admissions Coordinator

Core Responsibilities

Primary Functions

Provide comprehensive, high-level administrative and logistical support to a designated group of faculty members, acting as the central point of contact for all operational needs.
Proactively manage and maintain complex and dynamic calendars, scheduling diverse appointments, high-level meetings, and academic commitments with precision and foresight.
Coordinate all aspects of complex domestic and international travel, including booking flights, accommodations, and ground transportation, and preparing detailed itineraries and visa documentation.
Process, track, and reconcile complex financial transactions, including expense reports, reimbursements, and purchase orders, ensuring strict compliance with university policies and grant requirements.
Serve as a primary liaison and gatekeeper between faculty, students, university staff, and external stakeholders, handling inquiries with exceptional professionalism, discretion, and timeliness.
Assist in the preparation, organization, and distribution of academic course materials, including syllabi, reading lists, and presentations, utilizing learning management systems (LMS) like Canvas or Blackboard.
Prepare, edit, and proofread a wide range of academic and professional documents, including correspondence, reports, technical papers, and presentation materials, ensuring accuracy and a professional finish.
Manage and update faculty websites, CVs, and professional profiles, ensuring information is current and accurately reflects their publications, awards, and professional activities.
Handle a high volume of incoming and outgoing correspondence, triaging and prioritizing emails and mail on behalf of faculty to ensure critical items are addressed promptly.
Maintain and organize confidential faculty files, student records, and departmental databases, ensuring data integrity, security, and compliance with privacy regulations.
Act as a key resource for students, providing clear information on course requirements, faculty office hours, departmental procedures, and university resources.
Order and maintain essential office supplies and equipment, ensuring the faculty office environment is efficient, well-stocked, and fully functional.
Resolve a wide range of administrative challenges by independently analyzing information, identifying and communicating effective solutions, and acting as a proactive problem-solver.
Facilitate the submission of student grades and other critical academic reporting requirements by established university deadlines.
Greet and direct visitors, including prospective students, visiting scholars, and academic collaborators, ensuring a welcoming and professional first impression.

Secondary Functions

Coordinate and execute academic events, such as conferences, guest lectures, seminars, and workshops, managing all logistics from venue booking and catering to attendee registration and communication.
Provide foundational support for the preparation and submission of grant proposals, including compiling required documentation, formatting bibliographies, and adhering to strict agency deadlines.
Assist with the faculty recruitment and onboarding process by scheduling interviews, coordinating campus visits for candidates, and preparing orientation materials for new hires.
Transcribe and distribute minutes for departmental and faculty committee meetings, meticulously tracking action items to ensure timely follow-through from all participants.
Support the faculty tenure and promotion process by systematically compiling and organizing dossier materials in accordance with university and departmental guidelines.
Provide basic research support, such as conducting literature searches in academic databases, compiling bibliographies, and obtaining necessary articles or data sets.
Assist in monitoring departmental budgets and individual faculty grant accounts, tracking expenditures and providing regular status updates to ensure fiscal responsibility.
Support special projects and emerging initiatives within the academic department as assigned by faculty or department leadership, demonstrating flexibility and a collaborative spirit.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook Calendar).
Advanced experience with Google Workspace / G-Suite (Docs, Sheets, Calendar, Drive).
Familiarity with Learning Management Systems (LMS) such as Canvas, Blackboard, or Moodle.
Experience with financial management systems for expense reporting and purchasing (e.g., Concur, Workday Financials).
Knowledge of reference management software (e.g., EndNote, Zotero) is a strong plus.
Fast and accurate typing skills with demonstrated proficiency in data entry and management.
Basic knowledge of content management systems (CMS) for simple website updates (e.g., WordPress).

Soft Skills

Exceptional organizational and time-management skills with a proven ability to manage multiple competing priorities in a fast-paced environment.
Superior written and verbal communication skills, with a keen eye for detail in proofreading, editing, and professional correspondence.
Unwavering level of discretion and the ability to handle highly confidential and sensitive information with integrity and tact.
Strong interpersonal and client-service skills, with the ability to build rapport and work collaboratively with diverse groups of people.
Proactive problem-solving abilities and a resourceful, can-do attitude; ability to anticipate needs before they arise.
Demonstrated ability to work independently with minimal supervision and to exercise sound judgment in decision-making.
High degree of adaptability and flexibility to navigate the changing needs of a dynamic academic environment.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent; Associate's or Bachelor's degree is a strong plus.

Preferred Education:

Bachelor's Degree.

Relevant Fields of Study:

Business Administration
Communications
Liberal Arts
Higher Education Administration

Experience Requirements

Typical Experience Range:

2-5 years of progressive administrative experience, preferably in an academic or research setting.

Preferred:

Previous experience directly supporting faculty, executives, or senior researchers in a university, research institute, or non-profit environment is highly desirable.