Administrative Associate IV ( Remote)

Agency

Department

The Part-Time Administrative Assistant provides administrative, organizational, communication, scheduling, documentation, and follow-up support to the Executive Director of Institutional Research. This position supports the Executive Director by coordinating meetings, managing calendars, organizing documentation, tracking action items, preparing communications, and supporting departmental administrative processes.

The role is remote and part-time, requiring strong attention to detail, independent follow-through, clear written communication, and the ability to manage assigned tasks with limited supervision. The position supports data-related initiatives through administrative coordination, documentation, formatting, and tracking; it does not independently conduct institutional research, validate data, certify reports, develop dashboards, or make data interpretation decisions.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position. 

Responsibilities:

Executive Administrative Support

• Manage and maintain the Executive Director's calendar, appointments, meeting schedules, and follow-up items.
• Coordinate internal and external meetings, including scheduling, calendar invitations, agendas, meeting materials, notes, and action item follow-up.
• Draft, proofread, and format correspondence, meeting summaries, reports, presentations, and other professional documents at the direction of the Executive Director.
• Assist with administrative processes such as training registrations, travel-related documentation, expense documentation, purchasing requests, and other operational needs as assigned.

Institutional Research Operations and Documentation Support

• Maintain organized electronic files, task trackers, meeting records, action items, and other departmental documentation using established version-control and record-keeping practices.
• Support the organization and maintenance of documentation related to reporting processes, data requests, data governance, strategic initiatives, and executive briefings.
• Assist with formatting, compiling, and organizing materials for presentations, committee meetings, executive updates, and other Institutional Research communications.

Communication and Coordination

• Serve as an administrative point of coordination between the Executive Director and internal or external stakeholders, including campus departments, information technology, student success, vendors, and consultants.
• Prepare draft communications, meeting follow-ups, status updates, and reminders while assisting with tracking responses, deadlines, and action items.
• Assist with planning and logistics for meetings, reporting cycles, committee activities, and other Institutional Research-related events.

Remote Administrative Support

• Work independently in a remote environment while maintaining responsiveness during agreed-upon work hours.
• Provide regular status updates on assigned tasks, deadlines, and pending items using institutional collaboration tools.
• Identify questions, missing information, or items requiring clarification and elevate them to the Executive Director as appropriate.

Confidentiality and Compliance

• Handle sensitive and confidential information with discretion, professionalism, and care while maintaining records and documents in accordance with institutional policies, FERPA, and other applicable privacy requirements.
• Perform other related duties as assigned in support of Institutional Research and departmental operations.

Required Education and Experience:

• High school diploma
• Four years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others.
• Strong verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Ability to work with sensitive information and maintain confidentiality.

Preferred Qualifications:

• Administrative experience in higher education, technology, institutional research, student success, or a data/reporting environment.
• Experience supporting executive-level leaders, committees, governance groups, or cross-functional projects.
• Experience using or willingness to learn task-tracking, project coordination, or collaboration tools such as Microsoft Planner, SharePoint, Trello, Monday.com, Asana, or similar platforms.
• Familiarity with higher education administrative systems and shared document platforms.
• Intermediate Excel skills, including sorting, filtering, formatting, and basic data organization.
• Experience preparing agendas, meeting notes, action item trackers, presentations, and professional summaries.
• Experience supporting remote or hybrid teams.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.