Executive Administrative Assistant

Job Description:

Provide administrative functional support and project coordination to the Office of the Provost. The Assistant will communicate and interact with many constituencies including: internally, with senior-level leadership of the college, including the president, vice presidents, deans, faculty, directors, and their respective staffs; as well as externally, with the Board of Trustees, alumnae/I, parents, donors, and friends of the institution. The position provides executive support of the administrative functions so that the Provost may concentrate on executive-level responsibilities. Ongoing understanding is required of key academic operations.

Essential Job Functions:

50 % A. As first point of contact for the Office of the Provost, oversee and administer the day-to-day activities of the Provost's office. Serve as a project manager.

1. Manage Provost's calendars; arrange for meetings and appointments; anticipate future schedule conflicts and take initiative to resolve them in a timely manner; schedule conferences, retreats, special events/projects, ongoing and frequent travel logistics, and itineraries, and coordinate with the president's schedule where applicable.

2. Process incoming mail: review, assess, route, answer, and monitor follow-up action on correspondence.

3. Answer and route phone calls.

4. Budgetary tasks as assigned: purchase and maintain inventory of office supplies, track expenses, process invoices for general expenses, and reconcile monthly credit card statements.

5. Create and maintain an existing electronic filing system to provide easy retrieval of information.

6. Serve as principal contact and source of information for customers of the office, including students, staff, faculty, trustees, alumnae/i, and visitors.

7. Review and approve items that go into the online Events calendar. Update as needed the Provost account on Inside Goucher.

8. Provide support for website content updates and maintain global email contact groups.

9. Ongoing contact with faculty, staff, alumni, and Board of Trustees that requires diplomacy, confidentiality, & commitment to customer service, as well as interaction and partnership with the college administration, faculty, staff, and alumni.

20 % B. Support the process of hiring all full-time faculty for each term.

1. Start and maintain the onboarding process for all new faculty.

2. Collect and store CVs and transcripts.

3. Assist with office location, key, and phone extension requests.

4. Assist with new faculty orientation invitations, RSVP, scheduling, and catering.

5. Assist with the verification and process for faculty overload payments for undergraduate and GPEP.

30 % C. Prepare and distribute various reports and documents, including but not limited to the center directors list, and faculty chairs meetings, as necessary. Take minutes when required.

1. Prepare salary surveys.

2. Assist with credit card coding for the Provost.

3. Schedule SACS board meetings. Take minutes and send it to the Provost for review and submission.

Non-Essential Functions:

10 % A. Assist with Convocation and Commencement as needed.

10 % B. Working with the Office of Communications, print, frame, and display Goucher Faculty book covers.

Education:

Required: High School Diploma or equivalent

Preferred: Bachelor's Degree

Professional Experience:

Required: Three years of relevant professional administration experience.

Preferred: Five years of professional administrative assistance experience. Two years of administrative assistance supporting an executive within an institution of higher education.

Job Category:

Staff

Pay Range:

$25.12-$29.56

Application Instructions:

Consideration of applications will begin immediately and will continue until the position is filled.

Please submit the following application materials:

• Cover Letter

• Resume

• 3 references

Goucher College is an Equal Opportunity Employer

Candidates must be able to provide proof of eligibility to work in the USA. No Visa sponsorship is offered for this position.

Goucher College is committed to increasing the diversity of our community and seeks applicants dedicated to applying principles of equity and inclusion in all areas of the campus community.