Executive Administrative Assistant to the Provost and Dean of the College

Executive Administrative Assistant To The Provost And Dean Of The College

This position serves primarily as executive assistant to the Provost and Dean of the College for Academic Affairs. This position performs complex administrative work dealing with a wide variety of situations involving the clerical, administrative, and operational functions of the office and requires a high degree of individual judgment and initiative with minimal instruction or supervision. The ability to communicate effectively with students, faculty, staff, and others is essential. Academic Affairs has responsibility for developing and evaluating academic programs and staff, guiding academic planning and faculty initiatives, and ensuring effective collaboration between the academic program and student life.

Full-Time : 10 months

Part-Time : 10 weeks during summer

Salary : $36,000 - $38,000 annually

Benefits Eligible (Amazing Benefits)

Characteristic Duties and Responsibilities :

• Provost's Office Accounts Management
• Manages Academic Affairs accounting, including approving credit card statements and expense reimbursements for faculty and academic staff reporting to the provost; archives and tracks expenditures, as appropriate.
• Assists faculty with agreements / contracts for outside vendors, adding provost's signature as needed, and with related requests for payments for outside vendors, as needed.
• Provost's Office Event Management
• Organizes and coordinates all Academic Affairs activities and events, including the annual Faculty / Staff Recognition Party and Honors Day awards ceremony. Associated duties include coordinating event setup, catering, logistics, print / online materials, and support with other campus offices, as needed; executing event communications with the campus community; managing the selection processes for numerous student awards and collecting recipient details; tracking individual award budgets and coordinating fund disbursement; managing post-award disbursement and alumni notifications. Managing the selection processes for the Underkofler award and Kang prizes. Management of these events demands precision, multitasking, and cross-department coordination to ensure a seamless event and celebratory experience for recipients and all in attendance.
• General Provost's Office Management
• Assists in Academic Affairs communications.
• Manages Provost's calendar and makes travel arrangements, as needed.
• Assists with external reviews of departments and programs, as needed.
• Assists department chairs with lodging and travel arrangements for faculty search candidate visits, as needed.
• Manages committee elections and appointments process, including form management, verifying eligibility, managing mailings, and maintaining accurate voter lists. Works with the Faculty Status & Performance (FS&P) Committee and other campus offices to confirm appointments.
• In consultation with the provost and major committees, constructs and distributes Academic Senate agenda and materials, attends Senate meetings, and takes and produces minutes.
• Attends and provides technical support for the Learning & Teaching Committee of the Board of Trustees. Takes and produces minutes.
• Assists the Provost in managing student appeals and honors term applications.
• Manages the Academic Affairs website.
• Updates the Administrative Policy Manual (APM) regarding Academic Affairs matters, as needed.
• Serves as Academic Affairs Support Staff Liaison (coordinating events / answering questions / fielding concerns).
• Manages office needs; responds to phone, email, and written communications.
• Performs similarly related duties as assigned

Credentials and Experience :

Knowledge, Skills, and Abilities :

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.