Onboard a New Academic Administrative Assistant

Statement

Academic Administrative Assistants support one or more academic departments in one of the following Colleges:

College of Arts and Sciences
College of Business
Christ College
College of Engineering
College of Nursing and Health Professions
Graduate School

The following plan outlines the knowledge and skills needed to perform the daily functions of their jobs. This plan may be used as a checklist when onboarding a new academic administrative assistant to your team.

Prior to Start Date:

Activity or Training Topic	Notes	Trainer	Training Date/Time/Location
Email Deans, Dept Chair, and VAST (vast@valpo.edu) to share new hire name and start date.	The VAST cohort consists of all academic administrative assistants on campus.	Supervisor or AA Trainer
Complete Notice of Employment Form. Include access request for systems such as: Colleague, EMS, Wordpress, College Specific Informer Reports, S Drive, and Phone number. Note software needs such as Adobe Acrobat, Microsoft Office Suite.	Academic Administrative Assistants need Adobe Acrobat to edit PDFs and make fillable forms.	Supervisor or AA Trainer
Contact FM to request keys for new hire’s office and office cleaning prior to start date.	Supervisor should enter office and check file drawers to ensure personal belongings were not left behind by previous occupant.	Supervisor or AA Trainer
Hardware: Request phone and computer if needed. Provide access to building printer, scanner.		Supervisor or AA Trainer

After Start Date:

Activity or Training Topic	Notes	Trainer	Training Date/Time/Location
How to clock-in, submit time card and request time off	Instructions for approving employee time cards. Payroll dates.	Supervisor or AA Trainer
Office, mail, kitchen, workroom, and general building tour.		Supervisor or AA Trainer
Make in-person Faculty introductions. Then, point new hire to dept web page to learn faculty names and departments.		Supervisor or AA Trainer
Policies and General Procedures: · University Mission and Values · College Mission, Vision, Values · College Leadership Team · Vacation · Work Attire (Business/Business Casual, Friday Jeans & Valpo Gear) · Review Job Description and explain Performance Review process · Paid Campus Activities, example SEAC Coffee Break	Performance Evaluation Instructions	Supervisor or AA Trainer	Set goals within 30 days of start date.
Gmail: · Set Up Brand Signature · Email Features · Sample Professional Emails	Valpo Email Signature Template	New Hire
Google Calendar: · Calendar Sharing · Scheduling (Busy/Free Search) · Subscribe to Academic Year Faculty and Registrar Calendars · Send Mtg. Invitations/Add Google Meet Option · Auto Generate Mtg. Notes Template Calendar	Import Registrar's Calendar dates to Admin Calendar from the Registrar's website	Supervisor or AA Trainer
Input office and phone number in University directory	Access DataVU. Log in. Select employees tab. Select Office and Emergency Phone Information. Enter office location and phone number. Submit	New Hire
How to set up voicemail		New Hire
Campus Tour (especially Harre Union) Enjoy a meal together to introduce Admin. Assistant to Parkhurst options as Admin. Assistants use them for catering.		Supervisor or AA Trainer
Intro to Google Suite	LinkedIn Learning Module
Create user in photocopy machine and train how to use photocopier		Supervisor or AA Trainer
S Drive Access (Show new hire the shared drive, folders within, and the types of documents stored there)		Supervisor or AA Trainer
Locate where to create ITicket (Help Ticket)		New Hire
Sending and Receiving Campus Mail/Mass Mailing Locate Building Codes and Use Directory to find people on campus	University Mail Center Building Codes	Supervisor or AA Trainer
Share textbook adoption instructions/order link with faculty. Faculty complete their own textbook adoptions. Admin. Assistants help with desk copy requests.	Textbook Adoption Site Textbook Adoption Instructions Suggestion: Bookstore contact present instructions annually at Chair's Meeting and New Faculty orientation.	Bookstore Contact, Julie LeBeau, julie.lebeau@valpo.edu.
Event Planning: 1. Estimate guest count 2. Schedule room in EMS 3. Order catering 4. Invitations (via Google Calendar) 5. Manage RSVPs 6. Event marketing		Supervisor or AA Trainer
Schedule a Room using the EMS System	Discuss Meeting, Class, Conference Rooms	Supervisor or AA Trainer
How to order Catering using Catertrax	Discuss checking budget and knowing guest estimate prior to ordering	Supervisor or AA Trainer
WordPress training	Responsible for updating Dean's website and Dean's Intranet site	Contact: webmaster@valpo.edu
How to Pull Majors and Minors List in Informer
Access & training to/on CourseEval Software/Download Course Evals to College S Drive Every Semester		Office of Institutional Effectiveness
Syllabus archive	Each semester Admin. Asst. must download syllabi to College S drive for records retention. If Professor is using Simple Syllabus- you do not need to download their syllabus.
Order Valpo Letterhead and Envelopes
Budget Work 1. Print budget report from Colleague 2. Share report with Chair 3. How to request funds be placed in another object code 4. Locate and share instructions with Faculty: How to complete check request forms 5. Locate and Share with Faculty: How to complete travel expense forms	Colleague Forms	Finance Office and Supervisor or AA Trainer
Procurement 1. Request Credit Card/Credit Card Training 2. How to create a requisition/purchase order/PORC 3. How to order from Staples and Amazon 4. Technology Purchasing	Colleague Procurement (Purchasing) Instructions Colleague Forms Techonology Purchasing Policy	Procurement Office and Supervisor or AA Trainer
Academic Colleague Forms	Colleague Forms
Student Workers	Student Hiring Instructions
Building Manager Duties Maintenance/Key requests
Office of the Provost 1. Introduction to Office of the Provost Team 2. Review Faculty Handbook 3. Sabbaticals 4. Tenure and promotion documents 5. Faculty Hiring Process		Office of the Provost team member

Department Specific Training

Activity or Training Topic	Notes	Trainer	Training Date/Time/Location