Administrative Assistant, CIU Global

Department

CIU Global

Status

Full-Time

Time Period

40 hours/12 months

Available

July 1, 2026

Description

The CIU Global administrative assistant provides operational, administrative, and systems support for CIU Global programs. This position facilitates mentor contracting, payroll coordination, Canvas engagement tracking, dissertation defense scheduling, and academic documentation. The assistant maintains program records, supports faculty and students, and assists with CIU Global events and daily operations. The role serves as the secondary departmental contact and ensures continuity of operations when the office manager is unavailable. This is an on-site (not remote) position.

Responsibilities

Coordinate mentor assignments for DBA and POL students in collaboration with program directors, ensuring balanced loads and quality oversight.
Prepare, process, and track mentor contracts and maintain all related documentation, ensuring accuracy and compliance with university and HR requirements.
Manage mentor payroll, including coordinating with program directors and the office manager, and processing contractor payments through invoices and purchase orders.
Monitor mentor engagement in Canvas, track monthly interaction reports, and follow up to ensure timely completion.
Maintain comprehensive mentor records, including credentials, assignments, contracts, performance notes, and engagement data.
Schedule proposal and final dissertation defenses, form committees, coordinate logistics, and ensure all participants receive required materials.
Store and maintain defense recordings and documentation in accordance with academic, accreditation, and institutional standards.
Manage doctoral program records in SharePoint, including mentor assignments, dissertation titles, defense outcomes, and committee membership.
Coordinate academic resources, including textbook adoptions, library‑housed materials, and delivery of departmentally purchased course consumables.
Coordinate mentor assignments for DBA and POL students in collaboration with program directors, ensuring balanced loads and quality oversight.
Prepare, process, and track mentor contracts and maintain all related documentation, ensuring accuracy and compliance with university and HR requirements.
Manage mentor payroll, including coordinating with program directors and the office manager, and processing contractor payments through invoices and purchase orders.
Monitor mentor engagement in Canvas, track monthly interaction reports, and follow up to ensure timely completion.
Maintain comprehensive mentor records, including credentials, assignments, contracts, performance notes, and engagement data.
Schedule proposal and final dissertation defenses, form committees, coordinate logistics, and ensure all participants receive required materials.
Store and maintain defense recordings and documentation in accordance with academic, accreditation, and institutional standards.
Manage doctoral program records in SharePoint, including mentor assignments, dissertation titles, defense outcomes, and committee membership.
Coordinate academic resources, including textbook adoptions, library‑housed materials, and delivery of departmentally purchased course consumables.

Qualifications

Strong organizational skills and attention to detail.
Ability to manage complex academic processes and maintain accurate records.
Proficiency with Canvas, SharePoint, spreadsheets, and university systems.
Effective communication and collaboration with faculty, students, and staff.
Ability to maintain confidentiality and handle sensitive academic information.
Proven problem‑solving skills and the ability to manage multiple tasks simultaneously.
Familiarity with CIU’s ministry and academic environment, principles and procedures.
Ability to communicate effectively, maintain confidentiality and act wisely and decisively.
Computer skills, including word processing, spreadsheets, Canvas, and email communication.
Proficient in Operation of scanners, copiers, phone systems, and fax machines
Three years of higher education or office experience or related fields preferred
Bachelor’s degree or higher preferred.

Benefits

CIU provides a benefits package that includes:

Health Plan;
401(k) plan with match opportunity;
Employer provided group life insurance;
Long term disability insurance;
Vacation days, holidays, sick leave, family leave;
Educational benefits: tuition reduction for PreK3-Graduate.