Executive Assistant to the Provost

Description

Westminster College is seeking an energetic, well-organized Executive Assistant who provides professional, high-level direct support to the Provost and performs a broad array of administrative duties in support of the Office of Academic Affairs and the College. The Executive Assistant must have outstanding work ethic and the ability to manage priorities and projects. Dependability and professionalism in interacting with senior leaders, faculty, staff, and students are critical in this role. The successful candidate will react with appropriate urgency to situations that require a quick turnaround, and will work both independently and collaboratively as appropriate. The person in this position must exercise initiative, judgment, discretion, and confidentiality while assisting the Provost and the office in its day-to-day operations. The position requires substantive knowledge of the College’s academic processes, policies, and programs. Therefore, the ideal candidate is willing to get significant training in these areas. 

At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

Requirements

Essential Functions:

Daily Administration

• Manage the Provost’s calendar and phone calls; anticipate the Provost’s workload and plan time blocks for travel, meeting preparation, development work, board meetings etc.; monitor the Provost’s schedule and help them to stay on track during the workday.
• Arrange and set up appointments and a variety of complex meetings including faculty, students, staff, donors, alumni etc.; coordinate all communication and make all arrangements; ensure agenda, background information, minutes, and other pertinent materials are prepared and distributed. 
• Works closely with the Associate Dean of Faculty and the Assistant Dean of Online Programs to support the operations of Academic Affairs. 
• Work closely with the Vice Chair of the Faculty and the Chairs of committees (for example, Faculty Personnel Committee) and provide logistical support on behalf of the Office of Academic Affairs.
• Work closely with the Provost’s direct reports to maintain flow of information and updates on common projects.
• Work closely with the Office of Human Resources to ensure proper filing and processing of personnel records such as faculty contracts, annual evaluation documents, transcripts, etc. 
• Track calls, take messages, and assist callers as much as possible in the Provost’s absence; use discretion in responding on behalf of the Provost if information is known; screen callers and prioritize call backs for the Provost.
• Perform relevant office functions such as daily correspondence (letters to students, email etc.), filing, and office management. 

Periodic Tasks

• Manage faculty records, including instructor contracts, student evaluation forms, faculty schedule, syllabi, and any other document in the faculty file kept in the Academic Affairs Office. This does not include the personnel files kept in the Human Resources Department.
• Keep faculty information up to date in Jenzabar
• Coordinate travel, meals, meetings, and other arrangements related to academic staff and faculty searches
• Update and release the Faculty Handbook
• Generate, update, and post lists in the appropriate places (the Dean’s List, Division Chairs, Department Chairs, Program Directors and Coordinators; Full-Time Faculty, Supplemental Faculty, All Faculty by Division; Academic Calendar with Faculty Due Dates; Procedure for Class Cancellations).
• Coordinate office assignments for faculty.

Job Requirements:

Education: Bachelor's degree is required.

Experience: Minimum of two years of previous administrative office experience preferred, experience in an academic setting is a plus.

Skills:

Excellent verbal, written, and interpersonal communication skills.

Ability to communicate effectively with a wide constituency, whether in person, over the phone, or electronically.

Sincere dedication to exceptional customer service.

Ability to produce high quality, accurate work in a fast-paced environment.

Ability to multitask, provide attention to detail, and manage projects.

Ability to organize, prioritize, and meet deadlines.

Ability to work as a member of an office team in a professional and friendly manner.

Experience with and ability to handle sensitive and/or confidential information.

Proficiency in Microsoft Word, including ability to edit and format large documents, perform mail merges, and convert to pdf file type.

Proficiency in Microsoft Excel, including ability to enter, sort, filter, and summarize data; import and export to csv file types; appropriately format spreadsheet data as tables, charts, and other report components, integrate Excel data into Word and PowerPoint documents.

Ability to maintain electronic calendars in Microsoft Outlook.

Knowledge of other Windows-based software and willingness to learn the College’s student information systems and other internal software management platforms.

Benefits:

• Medical, dental, and vision options
• Health Savings Account and/or Flex Spending Account
• Supplemental options: Short-term disability, Hospitalization, Accident, and Critical Illness
• Stand-alone EAP program
• Life, AD&D, and long-term disability
• Retirement 403(b) plan
• Tuition remission or exchange programs
• Sick and Vacation time
• Paid Holidays (15+ each year)

Review of applications will begin immediately and will continue until the position is filled or the search is closed.

Westminster College encourages and gives full consideration to all applicants for admission, financial aid, and employment. The College does not discriminate in access to, treatment of, or employment in, its programs and activities on the basis of race, color, age, religion, sex, gender, sexual orientation, gender identity or expression, national or ethnic origin, citizenship, veteran status, marital status, disability, or genetic information.

Inquiries about compliance with this prohibition should be directed to:

Associate Vice President & Chief HR Officer/Title IX Coordinator

501 Westminster Ave, Washington West, 2nd floor

Fulton, MO 65251

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