Executive Assistant to the Provost

Job Details

POSITION CODE: 7867

DEPARTMENT/ADMINISTRATION: Provost Office POSITION: Administrative, Exempt (12 months), Full‑time (40 Hours)

SALARY RANGE: $70,304-$70,304

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification INTRODUCTORY PERIOD: Twelve (12) Months AVAILABLE: Immediately POSTING DATE: May 1, 2026 APPLICATION DEADLINE: Open Until Filled, Apply Immediately. Definition Of Classification The Executive Assistant to the Provost provides senior level administrative support to the Provost and the Provost’s Office and designated administrative staff, including the Associate Provost and Director of Strategic Partnerships and Community Engagement. Primary duties include maintaining the Provost’s calendar, correspondence, budget and records, and fielding communications and inquiries on behalf of the Provost. The Executive Assistant also organizes, prioritizes, and manages workflows; exercises independent judgment to determine priorities; and is knowledgeable about University and academic policies. Additional responsibilities include coordinating all Provost Office events, booking travel logistics, supporting Town & Gown events and activities and other special projects. The Executive Assistant also cross‑trains as needed to support faculty governance work processes. Reporting to the Provost, this position models a collegial professional demeanor, which includes fostering a friendly, service‑oriented, accessible office. Preserves a high level of confidentiality. Works collaboratively with the Academic Affairs Specialist to maintain 8:00 a.m. to 5:00 p.m. access to the Provost’s Offices. This position requires flexibility to work outside normal business hours including evening, and weekend hours, as required. Duties And Responsibilities Manages and maintains the Provost’s calendar by scheduling, prioritizing, and coordinating appointments; organizes daily agendas and prepares meeting materials; follows up on action items to ensure timely completion. Provides comprehensive organizational support for meetings hosted or chaired by the Provost, and as needed, the Associate Provost and Director of Strategic Partnerships. Collaborates closely with Deans and their staff, faculty governance leaders, and facilitates coordination between Academic Affairs and the Board of Trustees. Maintains strong working relationships with Cabinet offices, particularly the President’s Office and the Chief Financial Officer’s Office. Provides support for major relationships and initiatives coordinated by the Provost, for example, academic planning, accreditation visits, and campus strategic planning to name a few; plans VIP visits and on campus events; liaisons for search committees and provides support for assessment visitations, as needed. Performs a variety of clerical duties in support of the division, including filing, contracts, spreadsheets, budget reports, purchasing, check requests, and reimbursements, processes expense reports, correspondence, forms, and other reports and documents in support of the Provost’s office; orders and maintains supplies; processes incoming and outgoing mail; types, proofs, duplicates, and distributes reports and documents as needed. Supports the Provost and Provost’s Office in development and review of Memoranda of Understanding/Agreement, to support academic programs at the University, international partnerships, new license and license renewal procurement processes, etc. Supports data analysis activities as needed; organizes and stores records, including electronic records of the Provost’s office. Coordinates and arranges conferences and travel for the Provost. Coordinates appointments with direct reports, donors, trustees, and others within the University community. Provides frequent assistance in person, in email correspondence, and on the phone, which requires a high degree of tact and knowledge. Leads in planning major events: for example, faculty dinners, tenure and promotion reception(s), Our House Reception, and commencement ceremonies. Leads in coordinating annual Fall Faculty Retreat including participation in initial planning meetings, securing appropriate location, coordination with food service, preparation and distribution of agenda and accompanying materials. From draft information, prepares official contract letters for initial appointments to full‑time and term candidates for Provost’s signature. Gather, verify, and process all forms necessary for payroll. Supports Provost in the recruitment of vacant administrative and staff positions in Academic Affairs, under the Provost’s direct supervision. Coordinates with HR on Job descriptions, paperwork, itinerary development, room reservations, candidate support, and expense reimbursement, as well as preparations for onboarding. Communicates carefully with all new faculty members from the time of initial appointment to arrival on campus. Serves as resource person to facilitate house‑hunting visits and relocation and offer resources to assist them. Coordinates relocation process for all qualifying faculty assuring adherence to University policies and procedures. Reviews, interprets and processes each relocation estimate. Provides Academic Affairs Office signature approval on expenses prior to Human Resources. Provides guidance to each new faculty member regarding reimbursement policies and requirements and completes appropriate forms. In collaboration with the Academic Affairs Specialist, arranges all logistical aspects of New Faculty Orientation meetings including notification to all involved, preparation of handouts, menu and set‑up coordination with Catering and Campus Events staff, confirmation of audio‑visual equipment, and attendance and oversight of meetings. Assists with coordinating annual Phi Beta Kappa event and provides overall logistical support for arrangements for fall and spring dinners. Secures appropriate locations, selects menu, manages reservation listing, and insures timely deposit of income. Responsible for overseeing event budgets. Maintains the Provost’s website. Assists the Director of Strategic Partnerships & Community Engagement with Town & Gown events and activities, including creating email invitations and webpages, printing nametags and other pre‑event support. Performs other duties and special projects as assigned. Qualification Guidelines Any combination equivalent to, but not limited to, the following: Experience/Training/Education (Required) High school diploma or equivalent and two (2) years of additional coursework in related fields. Three years of progressively responsible job‑related experience in a similar or equivalent position. Preferred Experience/Training/Education Bachelor’s Degree. Experience working in a higher education administrative support position. Skills And Knowledge Knowledge of office procedures, methods, techniques, and Microsoft Office Suite (Outlook, Word, PowerPoint, Excel). Excellent organizational and communication skills (both verbal and written). Ability to set priorities and maintain multiple ongoing tasks with tight deadlines. Ability to handle highly confidential and sensitive materials and situations. Ability to work cooperatively with co‑workers, supervisors, faculty, students, and other constituencies. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. Physical Requirements/Working Conditions Standard office environment with some evening or weekend work required based on case needs. May involve difficult conversations, managing distressing content, and working under deadlines. Occasional travel to system campuses throughout California or for training, conferences, or meetings. Physical Demands Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort. This position requires flexibility to work outside normal business hours including evening, and weekend hours, as required. Background Check Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position. Driver’s License Check Possession of a valid Driver’s License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver’s license and reflects driving record. Physical and Psychological Exams For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre‑employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre‑employment physical exam, will also be required to pass a psychological evaluation. Equal Opportunity Employer Members of Underrepresented Groups Are Encouraged to Apply. AN EQUAL OPPORTUNITY EMPLOYER. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr University of Redlands