Executive Administrative Assistant To The Office Of The Provost

Job Summary:

The Executive Administrative Assistant to the Office of the Provost (EA) is responsible for a broad and complex set of assignments related to the administrative duties and responsibilities at a very senior level in support of the Office of the Provost including: providing advanced, diversified administrative support of a substantial and confidential nature; anticipating the Provost's needs and proactively solving problems (e.g. related to the various constituencies that interact with the Provost) and/or independently handling issues. Work is often performed autonomously, without specific instructions or prescribed procedures, and at times with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the Provost.

Essential Duties & Responsibilities:

• Coordinate the Provost's activities, including management of a complex calendar, travel arrangements, and associated logistics. Independently (with appropriate checking-in as needed) commit the Provost's time to those requesting access to the Provost based on an in-depth understanding of their priorities and needs within the university framework.

• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and events with individuals and entities internal and external to the university.

• Serve as the Provost's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Provost informed of all matters requiring attention.

• Provide support as needed to other Office of the Provost leaders, including the Associate Provosts, the Registrar, and the Director of Institution Research and Business Intelligence, for both general support, calendar management, events, and specific/identified special projects.

• Support documentation for regional accreditation reports and compliance certifications.

• Process travel reimbursements, invoices, p-card, and other expenses for Office of the Provost leadership.

• Coordinate the workflow of documents for faculty evaluation and development, including the annual faculty activity reporting, tenure, promotion, and sabbatical.

• Coordinate the workflow of documents for faculty, including official transcripts and current CVs, to maintain required institutional data on faculty qualifications and credentials.

• Manage budget entry for all Office of the Provost units.

• Manage cyclical correspondence (e.g. NTT renewals, tenure, promotion, student academic status); review and edit presentations and documentation (with appropriate input) and/or compile materials needed for presentation and/or decision-making purposes.

• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Provost; follow up with appropriate parties to ensure deadlines are met.

• Work collaboratively with other Administrative Assistants and President's Office staff to ensure seamless overall support to senior leadership and overall University faculty and staff.

• Organize and maintain the workings of the Provost's office. Take responsibility for ensuring all pertinent documents and supporting materials are retained in SharePoint.

• Assist with Commencement and Convocation activities.

• Other duties as assigned.

Qualifications

Experience & Education:

• Bachelor' degree required; minimum of 5 years of relevant administrative experience; or equivalent level of education and experience.

• Demonstrated extensive high-level administrative experience supporting senior level individuals in trustworthy manner with appropriate judgment, interpersonal and situational awareness, and ability to handle sensitive and confidential matters - - including the ability to determine appropriate co-workers to share information with and when.

Skills & Abilities:

• Excellent verbal and written communication skills, including editing and proofreading.

• Excellent planning, organizational, and project management skills.

• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.

• Contextual understanding of Provost's role within the university framework.

• Demonstrated ability to work as part of a leadership team.

• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.

• Ability to multi-task, adapt to changing priorities and meet deadlines.

• Advanced computer skills and demonstrated experience with Microsoft 365 productivity suite, including maintaining Teams and SharePoint sites.

Additional Requirement:

• May need to work some evenings and weekends, as well as a hybrid schedule that includes both on-site and remote work and the ability to quickly switch from one to the other as needed.