Executive Assistant to the Provost

Executive Assistant to the Provost

The Office of the Provost at James Madison University invites applications for the position of Executive Assistant to the Provost. This position provides comprehensive, executive-level assistance to the Provost and Senior Vice President for Academic Affairs with primary emphasis on increasing the efficiency and effectiveness of the office. The successful candidate will join a dynamic and fast-paced office that provides direction and support to the faculty and staff of Academic Affairs as we work toward the achievement of JMU's academic mission.

Duties and Responsibilities:

• Provide administrative assistance for the Provost - Provide comprehensive administrative and organizational support to the Provost that includes managing intricate meeting scheduling; organizing complex travel arrangements and reimbursements; shepherding the annual Promotion and Tenure process; supporting the recruitment processes for direct reports to the Provost; and facilitating committee and task force work through correspondence, website maintenance, and report collection. Assist with a wide range of divisional correspondence and strategic communications. Exercise independent judgment to address shifts in priorities and crisis situations. Ensure deadlines and priorities are met. Compose, edit, and refine documents. Keep the Provost informed and updated regarding concerns, issues, and problems within the division.
• Serve as liaison for the Division of Academic Affairs - Respond to inquiries from state, federal, and national offices. Mediate concerns from parents, students, faculty, and staff. Manage internal and external inquiries with professionalism and discretion. Coordinate responses across units to resolve complex concerns, aligning communications with university and division policies and priorities.
• Provide executive support for high-level meetings - Serve as the recording secretary for the Board of Visitors' Academic Excellence Committee. Develop and distribute materials for the committee prior to the Visitors arrival on campus in cooperation with the Office of the President; interact with the Visitors and other high-level managers during the meetings. - Gather and distribute support materials prior to division meetings involving the Provost. Attend high-level meetings as required by the Provost. Engage with academic leaders in preparation for and during the meetings. Record meeting notes and minutes as necessary.
• Provide management and support for assigned divisional projects and tasks - Manage and track division projects and assignments to ensure deadlines and priorities are met.
• Oversee the organization and planning of university-wide events for the Division of Academic Affairs - Supervise and support the planning and coordination of major special events, including complex and diverse functions such as dinners with state officials and faculty/staff award ceremonies for the division. Support the development of talking points including specific recognitions from the Provost. - Supervise the Events and Communications Support Specialist position. Oversee and support travel arrangements for the Provost.

Qualifications:

• Demonstrated excellent administrative practices and procedures including calendar scheduling
• Strong interpersonal skills and customer service experience
• Excellent verbal and written communication skills, experience preparing presentations and speeches preferred
• Successful experience in interpretation of policies and procedures
• Proven ability to accurately record meeting notes and minutes
• Demonstrated ability to organize and plan events
• Qualities such as professionalism and adaptability
• Ability to organize, prioritize and multi-task
• Demonstrated typing and data entry skills and computer knowledge in a Windows-based environment and proficiency using Microsoft Office
• Ability to work independently and as part of a team
• Exceptional attention to detail and accuracy
• Ability to manage confidential and sensitive information

Additional Posting Information:

• Conditions of Employment: Employment is contingent upon the successful completion of a criminal background check. E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.
• EEO Statement: James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality. Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: View phone number on click.appcast.io.
• Reasonable Accommodation: If you are an individual with a disability and need assistance searching or applying for jobs please contact us at View phone number on click.appcast.io or View email address on click.appcast.io. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.