Administrative Assistant, Office of Academic Affairs

Job Description

Job Description

Summary: The Administrative Assistant provides comprehensive administrative support to one Associate Provost and one Assistant Vice President, manages the university’s adjunct faculty contract system, oversees academic Honor Code case processes, and collaborates on event management within Academic Affairs. This is a full-time (37.5 hours per week), benefits‑eligible position that is an in-person role and reports to the Associate Provost.

This position is non-exempt under the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay or compensatory time for hours worked beyond 40 in a workweek. This position is not eligible for visa sponsorship.

Essential Duties and Responsibilities include:

General

• Collaborate with Academic Affairs staff to ensure office coverage during business hours (8:30 a.m.–5:00 p.m., Monday–Friday).
• Serve as a knowledgeable, welcoming resource for inquiries and requests.

Administrative Support for Academic Leaders:

• Provide calendar management for the Associate Provost for the Undergraduate Experience and the Assistant Vice President for Academic Success & Operations.
• Assist Associate Provost and Assistant Vice President with planning and preparing for group meetings, including securing rooms, developing agendas, and preparing supporting materials.
• Serve as recording secretary for Graduate Council as directed by the Provost and Vice President for Academic Affairs.
• Process documents requiring leadership signatures and maintain accurate records (purchase orders, travel reimbursements, contracts, affiliation agreements, payments for services, stipends, etc.).
• Facilitate timely submission of monthly purchase card reports from direct reports of the Associate Provost.
• Prepare itineraries and coordinate logistics for campus visitors.
• Arrange travel, including airfare, accommodations, and transportation as needed.

Management of Key Academic Processes:

• Oversee and manage the adjunct faculty contract process, working closely with school and college dean's offices to ensure accuracy and efficiency.
• Manage the intake process for academic Honor Code violation cases submitted via Pave, ensuring timely resolution and accurate documentation.
• Maintain secure paper and electronic filing systems, including academic records, transcripts, and confidential documents.

Event Coordination:

• Support faculty-focused Academic Affairs events, including the Summer Teaching Showcase, New Faculty Orientation, and Day of Scholarship & Service.
• Assist academic program directors (General Education, Honors Program, Undergraduate Research) with events and programs as requested.
• Partner with Student Life and campus colleagues to plan and execute major undergraduate events, including the Sed Ministrare ceremony and Rexy Awards.

Office Operations:

• Maintain filing systems and secure the Academic Affairs file closet daily.
• Maintain the orderliness and welcoming atmosphere of the Academic Affairs office suite.
• Order office supplies and monitor inventory.
• Collaborate with Academic Affairs and President’s Office staff on scheduling and events.
• Serve as backup support for the Assistant to the Provost as needed.

Non-Essential Duties:

• Perform other duties and special projects as assigned to support Office and University needs.

Required Experience, Knowledge, and Skills:

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of three years of relevant administrative experience, preferably in higher education.
• Proficiency in Microsoft Office (Outlook, Excel, Planner, SharePoint).
• Ability to quickly learn new systems, processes, and technologies.
• Strong judgment, tact, and professionalism when handling complex or sensitive situations.
• Ability to thrive in a fast-paced environment with shifting priorities and multiple deadlines.
• Ability to anticipate needs and take proactive steps to address them.
• Strong work ethic, reliability, and a positive, team oriented attitude.
• Excellent interpersonal skills and the ability to work effectively with faculty, staff, students, vendors, and guests.
• Demonstrated ability to maintain confidentiality and handle sensitive information discreetly.
• Strong customer service orientation.
• Commitment to Queens University’s mission of inclusion and equity.
• Exceptional verbal and written communication skills.
• Outstanding attention to detail and follow-through.
• Ability to manage and complete both large and small projects independently and collaboratively.
• Openness to direction and ability to build consensus when collaborating with colleagues.

Additional Work Conditions:

• Flexibility to work occasional evenings or weekends to support major events.
• Ability to work effectively in an open-office environment with frequent interaction with faculty, staff, students, parents, and visitors.
• Work involves deadlines, multiple interruptions, high volume, and occasional periods of stress.

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 March 6, 2026, will receive first consideration. Queens will continue to accept applications until the position is filled.

About Queens University of Charlotte

Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors.

Because of our history of innovation and our legacy of strong leadership, Queens is positioned to be among the new forerunners of American higher education. This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger.

Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges.

By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy; inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity; a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential; and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community.

Queens University of Charlotte aims to be a leading comprehensive university, distinguished by its commitment to transforming the lives of its students and enhancing the intellectual and cultural fabric of its community. Queens is a campus where diversity, equity, and inclusion are core values. The mission of Queens is to provide transformative educational experiences that nurture intellectual curiosity, promote global understanding, encourage ethical living, and prepare individuals for purposeful and fulfilling lives. To this end, the University recruits talented faculty, staff, and students from across the United States and around the world. Queens encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically minoritized communities. The University also invites applications from individuals who are prepared to provide a rich and varied educational experience to our increasingly diverse student body and to collaborate with colleagues to make Queens an equitable and inclusive place to live, learn, and work.

Queens works to provide an accessible living, learning, and working environment for current and prospective faculty, staff, and students and visitors to our campus. If there are accommodations, we can provide to make your application process more accessible, please contact the Director of Human Resources (hr@queens.edu, 704-337-2297). The position duties and responsibilities listed above should be able to be completed with or without reasonable accommodations. HR works in partnership with employees to manage the workplace accommodations process.

Benefits

Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, a 403b retirement plan, with two options (pre-tax or post-tax (Roth) contributions) with a generous match, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, disability insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.