Executive Assistant to the Provost

Executive Assistant to the Provost

Overview:

The Executive Assistant to the Provost provides high-level administrative, operational, and confidential support to the Provost and the Office of Academic Affairs. The position manages complex scheduling, communications, document preparation, meeting coordination, records support, and cross-functional follow-up for academic affairs initiatives, accreditation activities, program approvals, academic leadership meetings, and institutional projects. The Executive Assistant serves as a primary point of coordination for internal and external stakeholders and helps ensure that the Provost Office operates with accuracy, responsiveness, professionalism, and alignment with Cincinnati State Technical and Community College priorities.

Essential Duties and Responsibilities:

• Maintain the highest level of confidentiality, discretion, and sound judgment in handling sensitive information, communications, records, personnel matters, academic materials, and other information related to the Provost Office and Academic Affairs.
• Provide direct executive-level administrative support to the Provost, including managing calendars, scheduling appointments, coordinating meetings, preparing materials, tracking follow-up items, and anticipating administrative needs.
• Coordinate complex meeting logistics for the Provost Office, including scheduling with college leaders, deans, associate provosts, faculty, staff, external reviewers, accreditors, state agencies, and community partners.
• Serve as a liaison between the Provost Office and internal and external stakeholders, responding to inquiries, routing requests, gathering information, and ensuring timely and professional communication.
• Prepare, edit, format, combine, organize, and distribute documents, reports, correspondence, agendas, schedules, and supporting materials for Academic Affairs initiatives, accreditation reviews, program approvals, and institutional submissions.
• Support accreditation, regulatory, and program review activities by assisting with collection, organization, labeling, distribution, and submission of evidence, reports, schedules, and related documentation.
• Assist with coordination of external visits, site visits, accreditation meetings, program review meetings, and other academic affairs events, including scheduling participants, confirming availability, reserving locations, and sharing preparatory materials.
• Maintain confidential records, correspondence, files, and office information in accordance with College policies, applicable laws, and records retention expectations.
• Monitor, prioritize, and route communications for the Provost Office, including time-sensitive messages, requests for information, attachments, reports, and materials requiring review or action.
• Track assignments, deadlines, approvals, and follow-up items related to Academic Affairs projects, committees, reports, and administrative processes.
• Support the preparation and flow of materials related to academic programs, curriculum processes, Board or executive-level materials, Ohio Department of Higher Education matters, Higher Learning Commission matters, and other external or internal requirements as assigned.
• Coordinate travel, purchasing, supply, reimbursement, and budget-related administrative processes for the Provost Office, as applicable and in accordance with College procedures.
• Use Microsoft Office, Outlook, Teams, OneDrive, SharePoint, Adobe, Colleague or other College systems, and related tools to complete administrative work accurately and efficiently.
• Provide courteous and professional service to students, employees, visitors, and external partners who contact or visit the Provost Office.
• Maintain awareness of Academic Affairs priorities, college calendars, deadlines, and events to support effective planning and communication.
• Perform other duties related to the position as assigned by the Provost.

Minimum Qualifications:

• Associate degree in office administration, business, communications, education, public administration, or a related field; or an equivalent combination of education, training, and progressively responsible administrative experience.
• Three or more years of administrative support experience, preferably supporting a senior administrator, executive office, academic office, or similarly complex organizational unit.
• Demonstrated experience managing calendars, coordinating meetings, preparing professional correspondence, organizing documents, and handling confidential information.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, and related office technology.
• Experience using student information systems or similar enterprise systems to access, enter, track, and maintain accurate student, academic, or administrative information.
• Strong writing, editing, proofreading, organization, and follow-through skills.
• Ability to manage multiple priorities, meet deadlines, exercise good judgment, and work independently with minimal supervision.
• Commitment to professional, student-centered, and service-oriented communication.

Preferred Qualifications:

• Bachelor's degree in a related field.
• Experience in higher education, academic affairs, accreditation, curriculum, regulatory reporting, or executive-level administrative support.
• Experience working with confidential institutional records, academic documents, meeting materials, or submissions to external agencies.
• Experience using Colleague, document management systems, electronic routing systems, or other enterprise systems used in higher education.

Knowledge, Skills, and Abilities:

• Knowledge of executive office practices, administrative procedures, calendar management, records organization, and professional correspondence standards.
• Ability to communicate effectively and diplomatically with senior leaders, faculty, staff, students, external agencies, and community partners.
• Ability to protect confidential and sensitive information and exercise discretion in all aspects of the role.
• Ability to organize complex information, track details, follow up on action items, and maintain accurate records.
• Ability to prepare polished documents, combine materials from multiple sources, and ensure consistency, accuracy, and completeness.
• Ability to work under pressure, respond to changing priorities, and maintain professionalism in a fast-paced environment.
• Ability to understand institutional processes and support collaboration across Academic Affairs, Human Resources, Finance, Student Affairs, Institutional Research, Information Technology, and other offices.
• Ability to represent Cincinnati State and the Provost Office with courtesy, accuracy, confidentiality, and sound judgment.

Details:

Reports To: Provost

Compensation: $55,000/yr.

Job Category: Staff

Contract Affiliation: Non-bargaining

Exempt Classification: Exempt

Status: Full-time

Benefits:

Cincinnati State provides employees with high quality and cost-effective benefits with a variety of options:

• Medical Insurance (PPO- employer covers up to 92% of the premium, HDHP- employer covers 100% of the premium)
• Dental Insurance (employer covers 100% of the premium)
• Vision Insurance
• NO WAITING PERIODS! Medical, Vision and Dental benefits are effective from day one of employment!
• Flexible Spending Accounts and Health Savings Account (employer contributions)
• Short-Term Disability: Offering 60% of your salary with a max of $500 weekly
• Life Insurance and AD&D Insurance (employer paid)
• Supplemental Life Insurance, Critical Illness and Accident: Optional at employee expense
• Pet Insurance
• Employee Assistance Plan for employees, spouse and dependents
• Tuition Waiver for employees, spouse and dependents
• Tuition Reimbursement
• Free parking
• 11 annual paid holidays in addition to generous paid time off options including vacation, sick, personal leave, and winter season days.
• Employees at Cincinnati State qualifies for Public Service Loan Forgiveness

Retirement:
As a Cincinnati State employee, and an employee of an Ohio public institution, you will not contribute to the Federal Social Security system. Instead, our employees will contribute to a State Retirement Plan (SERS or STRS) or an Alternative Retirement Plan (ARP): 403B and/or Deferred Compensation Program 457 Plan.


Cincinnati State is an E-Verify employer:

• If you're hired, you must complete a Form I-9, which verifies your identity and your legal right to work in the U.S.
• You'll need to provide original, acceptable documents-no photocopies-to complete the I-9 process.
• A list of acceptable documents can be seen here: USCIS I-9 website

STATEMENT OF COMMITMENT

1. The institution declares that it will educate students by means of free, open, and rigorous intellectual inquiry to seek the truth.
2. The institution declares that its duty is to equip students with the opportunity to develop the intellectual skills they need to reach their own, informed conclusions.
3. The institution declares its commitment to not requiring, favoring, disfavoring, or prohibiting speech or lawful assembly.
4. The institution declares it is committed to create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth, and tolerates the differences in opinion that naturally occur in a public higher education community.
5. The institution declares that its duty is to treat all faculty, staff, and students as individuals, to hold them to equal standards, and to provide them equality of opportunity, with regard to those individuals' race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression.