Job Title: Executive Assistant (or Special Assistant)

Department: Provost's Office

Reports to: Vice President and Provost

Effective Date: 6/27/24

of Direct Reports: 0

of People Supported: 1

Job Description:

The Office of the Provost at Manhattanville University is seeking an Executive Assistant (EA). This position is responsible for high level administrative and decision-making support to the Provost. The EA must be able to multi-task, organize, prioritize, schedule, and think strategically in a demanding and fast-paced environment. Confidentiality and discretion are paramount.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• The EA provides support by acting as the first point of contact and troubleshooting as issues arise; this position is the primary interface for administrative functions of the Office of the Provost with faculty, as well as other internal and external constituents.

• Under the Provost's direction, this position manages administrative tasks and issues related to:

• Annual full-time faculty continuing appointment letter preparation, distribution, and inquiries;

• New full-time faculty offer letters preparation, distribution, and inquiries;

• Stipend, overload, course development, faculty travel administration;

• Track and maintain accurate University-wide faculty roster and other documents;

• Annual research grant administration and tracking; and

• Electronic filing and tracking of all documents and transmissions from the Office of the Provost, Human Resources, and other departments.

• Manage status process for full-time faculty:

• Read and understand Faculty By-Laws and impact on administrative functions of the Office of the Provost

• Collaborate with Faculty Committee on Status to provide faculty-wide notices for Committee reviews including third-year, tenure, elective promotion, and sabbatical.

• Under the direction of the Provost and the Chair of the Committee produce documents for Committee recommendations, Provost, and Board of Trustees decisions.

• Maintain spreadsheets tracking tenure and promotion.

• Create and maintain electronic filing systems for Faculty Committee on Status and copies to Academic Affairs shared drive.

• Calendaring for Provost: Performs daily administrative operations of the Provost's calendar; prioritize workflow, establish files, assemble information for the Provost, and:

• Manage direct report regular meetings;

• Manage internal engagements, committee meetings, pop-up meetings, with an understanding of the of strategic use of Provost's limited time; and

• Provide timely preparation of documents for future meetings and daily cross-check of information flow.

• Manage and coordinate the Provost's travel.

• Serves as the first point of contact of the Office of the Provost; manage calls (including with parents, students, and external constituents)

• Provides support and works with other members of the University staff to provide proactive solutions

• Provides support for the Provost's faculty budget; specifically travel pre-approval process, tracking and reimbursements

• Provide support for general budget and accounting inquiries that include invoices, check requisitions, and purchase requisitions, including:

• Maintain an overview of budgets for Academic Affairs and Student Affairs and

• Advise the Provost of discrepancies and provide budget transfer solutions

• Manages faculty meeting calendar posted annually

• Produce First Friday Faculty Newsletter (eight issues) for internal publication

• Assist in the preparation of special projects, reports, or presentations as requested by the Provost

• As directed by the Provost, assist with meeting minutes and other special projects for Board of Trustee meetings

• Identify and develop systems to facilitate the smooth functioning of the Provost's Office

• Serve on the Commencement Committee responsible for faculty outreach and attendance tracking faculty, serve as commencement volunteer for both ceremonies as point person for faculty or student procession, other additional duties as needed

• Serve on the Valiant Awards Committee responsible for tracking all graduating senior student awards information, certificates and monetary prizes

• Event manager for initiatives as directed by the Provost

• Perform other related duties that may be assigned

Required Skills/Abilities:

• Exceptional communication and writing skills

• Demonstrated ability to set priorities, work with diplomacy and efficiency in a highly pressured environment

• Excellent organizational ability

• Ability to meet deadlines and relate to all levels of personnel

• Diplomacy, tact, discretion, and excellent interpersonal skills

• Detail-orientated approach, excellent working knowledge of Microsoft Office Suite, especially Excel, Word, publisher, and PowerPoint.

• Some familiarity with Colleague and/or Brightspace.

• Willingness and ability to learn new applications as necessary.

• Ability to manage both planned and unplanned events and the nimbleness necessary to deal with unforeseen circumstances while maintaining a positive and flexible professional demeanor

Qualifications:

Education: Bachelor's Degree

Experience:

• At least three years of office and administrative experience required.

• Experience in higher education preferred.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Salary:

This exempt position has an annual salary of $63,000-$70,000.00.

Hours Expectation:

Full-time, 35 hours per week

Housing:

Housing is not provided.

Benefits:

Manhattanville University also offers a highly competitive and comprehensive benefits package, including tuition remission. For more information regarding benefits, please visit our benefits page: Manhattanville Benefits

Apply:

For consideration, send a cover letter and CV/resume to jobs@mville.edu.

Manhattanville University is committed to equality of educational opportunity and is an equal-opportunity employer. The University does not discriminate against current or prospective students and employees based on race, color, sex, national and ethnic origin, religion, age, disability, or any other legally protected characteristic. If you are unable to complete this application process due to a disability, contact Manhattanville Human Resources at human.resources@mville.edu to ask for accommodation or an alternative application process.

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