Executive Assistant to the Provost

Assistant to the Provost

The Assistant to the Provost provides expert, professional assistance and support to executive-level administration on a wide range of highly complex, sensitive and confidential topics; researches, analyzes and provides recommendations regarding difficult, sensitive, important and wide-ranging policy areas; serves as the liaison to multiple committees and councils. The Assistant to the Provost serves as a chief administrative assistant responsible for providing confidential research, analysis, consultation and project management of highly sensitive matters for the institution. Problems faced in this position are highly varied, complex and often non-recurring, which may require novel and creative approaches to resolution. Decisions have major implications on the management and operations of an area within a department, and may contribute to important strategy, operations, and business decisions that affect the department.

Essential Duties and Responsibilities:

• Manage the Provost's calendar, including scheduling meetings, appointments, and events.
• Manages day to day activities of the Academic Affairs department.
• Coordinate travel arrangements, itineraries, and accommodations for the Provost.
• Prepare, edit, and distribute correspondence, reports, presentations, and other documents on behalf of the Provost.
• Serve as the first point of contact for internal and external inquiries, prioritizing and redirecting as needed.
• Attend meetings with or on behalf of the Provost to take notes and ensure follow-up on action items.
• Develops and maintains filing and record control systems related to all faculty, MOU's, and special agreements using BambooHR, Banner, OASIS, and other systems as necessary.
• Manage office supplies, inventory, and budget-related tasks, including processing expense reports and reimbursements.
• Prepares personnel action forms, appointments, and postings for all faculty, and facilitates faculty new hires.
• Provides customer service to internal and external customers. Responds to routine inquiries, directing more complex inquiries to appropriate individuals.
• Takes messages, greets, and directs others to appropriate persons for assistance. Schedules meetings, events, and classrooms as necessary.
• Provides strategic advice and administrative assistance to the Provost in support of institutional goals, implementing priorities and time/resource allocation preferences.
• Provides advice regarding the strategic use of the Provost's time; works with senior colleagues to recommend and secure alternate institutional representatives, as appropriate.
• Assists with projects and tasks involving campus, regional and local initiatives, donor relations, alumni relations, and state and national organizations.
• Drafts, establishes and maintains communications between the Provost and internal and external stakeholders and constituents, including the institutional community, state, federal and local education entities.
• Serves as liaison on behalf of the Provost with key business leaders, donors, and various internal and external constituencies.
• Supports the Provost and academic leaders by developing agendas, documenting decisions and assuring timely follow-up on action items.
• Coordinates project activities information retrieval, and complex administrative matters.
• Track progress on various projects, ensuring deadlines are met and providing updates as necessary.
• Assists in matters that are confidential, sensitive in nature, and require a high level of trust.
• Assists in financial management and procurement reconciliation of the Academic Affairs department.
• Support the Provost in strategic planning and policy development activities.
• Provide insights and recommendations on administrative procedures and improve office efficiencies.
• Stay informed about current trends and developments in higher education that may impact the Provost's areas of responsibility.
• Handle sensitive and confidential information with discretion and professionalism.
• Maintain a high level of confidentiality regarding all matters related to the Office of the Provost.
• Undertake special assignments as requested by the Provost, which may involve cross-departmental coordination, data analysis, or event management; performs other job-related duties as assigned.

Minimum Qualifications:

• Excellent organizational, interpersonal and problem-solving skills required.
• Strong writing and research skills, including Internet research is essential.
• The ideal candidate has the ability to develop, implement, and interpret policies and procedures and effectively communicate sensitive information verbally and in writing to a diverse population.
• Maintain flexibility in supporting academic offices.
• Good judgment, discretion, and ability to maintain confidences are necessary.
• The appropriate level proficiency with word processing and spreadsheet applications is needed.
• Must have strong organizational skills, ability to work independently and critical thinking ability.
• Ability to handle diverse tasks and ability to multi-task.
• Demands the ability to work within a fast-paced, flexible, and highly visible work environment. Requires the ability to receive and give instructions, highest levels of initiative and organizational skills; ability to set priorities and manage time and contribute to a team environment.
• Detail-oriented.

Education and Experience:

A bachelor's degree in a related field and at least three years' experience in executive support with increasing responsibility at a higher education facility or equally complex organization. An equivalent combination of education and experience is acceptable.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to travel and visit internal and external individuals in various locations.
• Must be able to lift up to 15 pounds occasionally.

Disclaimer:

This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor. Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.