administrative assistant to the provost resume example with 14 years of experience

(555) 432-1000,
, , 100 Montgomery St. 10th Floor
Professional Summary

Organized and dedicated Academic Affairs Business Manager that provides excellent customer service in a fast-paced environment. I offer strong attention to detail and decision-making skills to manage multiple, concurrent tasks. I flourish in a fast-paced environment with the ability to perform effectively in independent or team environments. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.

Skills and Experience
  • Excellent interpersonal skills and office etiquette
  • Lotus, Handoffs, Citrix, Keo, Peach Tree, Canvas, and Canto
  • All Windows, Google operating systems, and Microsoft Office Suite
  • Global Payments, Payment Express, Volunteer First, Blackbaud, and Blackboard
  • Database Management including Access
  • Banner, Telnet, Argos, Zoom, Adobe Sign, DocuSign, Dash, Power BI
  • Sign Language - Beginner Level
  • Manage several club soccer teams
  • Research and Analytical Skills which include account reconciliation
  • DSX - Security Access System
  • YMCA Advisory Board Member 2010-2012 and President 2012-2013
  • Member of Community in Mission Committee at UIW
  • Member of Space Management Committee at UIW, 2019-2020
University of The Incarnate Word San Antonio, TX Expected in 05/2024 BBA : Human Resources, Accounting, Business Management - GPA :
University of The Incarnate Word San Antonio, TX Expected in 2015 MAA : Organizational Development - GPA :
  • Research Project: Leadership: Styles, Behaviors, and Transformation, Article published
  • Source: Leadership & Organizational Management Journal. 2015, Vol. 2015 Issue 3, p54-88.
University of The Incarnate Word San Antonio, TX Expected in 2013 BA : Interdisciplinary Studies - GPA :
Work History
Quest Diagnostics - Business Manager, Academic Affairs
, , San Antonio, TX 04/2023 - Current

  • Analyze the academic affairs financial information (including cash management, expenditures, and revenues) on an ongoing basis to ensure that the academic affairs financial operations do not exceed budgetary and cash flow constraints and are aligned with strategic objectives and the Academic Master Plan (AMP).
  • Manage the annual academic budget development process and collaborate with the deans on departmental needs and optimize budget use.
  • Develop and maintain multi-year forecasts for future budget needs.
  • Evaluate and advise on the financial impact of long-range planning, introduction of new programs, strategies, and regulatory action within Academic Affairs.
  • Monitor the academic budgets versus actual financial activity on a regular basis and address any potential issues.
  • Foster partnerships among academic and administrative departments to achieve university strategic priorities.
  • Analyzes allocation and expenditure patterns within the Division of Academic Affairs and prepare budget/financial reports for academic department meetings.
  • Contribute to regulatory relationships and reporting, such as Integrated Postsecondary Education Data System (IPEDS), grant compliance, accreditation, and institutional assessment.
  • Create protocols and procedures for Academic Affairs to comply with the University budget policy.
  • Collaborate with the Provost/Chief Academic Officer to evaluate new funding requests brought forward by units within the Academic Affairs budget request process.
  • Work with faculty chairs and deans to develop budget proformas for new degree, non-degree, and other unique educational programs.
  • Investigate, analyze, and develop tactics to resolve financial and operational issues across the Provost/Chief Academic Officer Division.
  • Serve as the approver in Academic Affairs for all staffing positions through the Universities applicant tracking system.
  • Work collaboratively to review, analyze, restructure, and develop budget policy for substantial portions of the general fund revenues and other revenues going to academic units.
  • Analyze existing budget allocation methodologies, develop new plans where necessary, implement changes, and assess outcomes of the sustainable financial model within Academic Affairs.
  • Monitor funds and work with staff; integrate budget planning and strategic activities; prepare budget projections and periodic reports; advise deans on how to budget resources to fund their needs.
  • Manage the Provost/Chief Academic Officer’s discretionary reserves.
University Of The Incarnate Word - Administrative Assistant to the Provost
, , San Antonio, Texas 12/2020 - 03/2023
  • Assist with travel, purchase orders, placing orders with vendors, direct deposit set-up, and wire transfers.
  • Manage new faculty that are hired and prepare their offer letter and faculty contract. Ensure that we receive original transcripts and the CVs for the faculty file.
  • Work with human resources to ensure all hiring documents are received and that BANNER employee classification is correct.
  • Work with IT on special projects regarding testing and system analysis.
  • Set up Sedona access and provide new faculty with their login information.
  • Maintain provost reports for new hires and change of status for academic personnel.
  • Update the faculty senate with new hires so that they can be added to canvas for faculty notifications, inform faculty mentoring for faculty orientation, and update the registrar’s catalog.
  • Review the exit interviews of academic personnel to review trends.
  • Approve all faculty interview expenses for reimbursement and approve flights.
  • Collect documentation for the sabbatical committee and set up meetings. Rank & Tenure faculty promotions, verify faculty documentation, and submit it to the rank and tenure chair.
  • Prepare the board recommendation memo for all approved promotions, sabbaticals and emeriti, provost awards & appreciation luncheon,
  • Piper Foundation-submit form to the dean, work with institutional research for information needed, review with Vice Provost, submit to the president for signature, and prepare forms for delivery to the Piper Office.
  • Approve positions for hire, verify replacement, FOAP, and budget amount. Get grant approval for finance so the posting request flows more efficiently.
  • Grant payouts –research labor and expenses
  • Work with Title V Director to make sure the paperwork is accurate.
  • Submit BANNER access forms for deans and administrative assistants, submit procurement forms, help submit purchase orders and pay invoices, serve as backup administrator to departments
  • Review, maintain, and approve institutional memberships
  • Responsible for educational surveys,
  • Verify salary increases and verify that finance reports accurate salary information, review equity requests, submit credit card reconciliation for provost personnel, and maintain faculty development fund
  • Maintain provost website and documented provost speaking engagements, answer multi-line phone systems, routed calls, delivered messages to staff, and greet visitors.
University Of The Incarnate Word - Administrative Assist, CFO/VP, Administrative Svc
, , San Antonio, TX 04/2011 - 12/2020

I am responsible for maintaining a consolidated budget over 219M for instructional and administrative departments including St. Anthony's High School. Duties include: preparing & processing department budget revisions, journal entries and invoices, research and post unidentifiable checks, hire, train and supervise work studies and student employees, train department administrators on BANNER, schedule meetings, luncheons and conference calls for departments, complete credit applications and ACH vendor forms, train deans on preparing their budget requests, handle position control and salary planner for over 1500 employees, prepare minutes for the monthly safety committee meetings and the quarterly investment committee meeting, reconcile CFO credit card and travel expense report, prepare travel arrangements for executives and faculty, prepare all admin/staff and faculty contracts, prepare and update board documents for the quarterly board meetings, review and process all payroll authorizations and professional service agreements, develop procedures for project planning and implementation, assist risk and safety, comptroller, and university police departments, handle all institutional memberships, handle division orders for gas and mineral lease properties, run test instances with IT and other duties as assigned.

Company Name - Secretary
, , 10/2008 - 03/2011

Process department charge-backs for long distance, T1 and local lines, coordinate long distance migration from SBC to AT&T, approve check requisitions and petty cash vouchers for student organizations, responsible for reviewing advertising contracts for yellow pages and internet ads, prepare vendor invoicing for long distance and print shop service, maintain and assign long distance codes and calling card numbers, research and post unidentifiable checks, ensure journal entries are processed properly, responsible for vending machine maintenance calls and commission checks, distribute monthly budgets, hire, train and supervise work studies and student employees, maintain department time log and employee directory, schedule meetings, luncheons and conference calls for department, review and submit invoices for payment, complete credit applications and ACH vendor forms, maintain spreadsheet for vehicle insurance and process insurance claims, maintain fixed asset log and coordinate department disposals, prepare report for monthly safety committee meetings, reconcile Comptroller credit card and travel expense report, prepare department travel arrangements, maintain positive and consistent relationships with University personnel, other duties as assigned.

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Resume Overview

School Attended

  • University of The Incarnate Word
  • University of The Incarnate Word
  • University of The Incarnate Word

Job Titles Held:

  • Business Manager, Academic Affairs
  • Administrative Assistant to the Provost
  • Administrative Assist, CFO/VP, Administrative Svc
  • Secretary


  • BBA
  • MAA
  • BA

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