Executive Secretary to the Provost (#455)
35 hours per week, 52 weeks per year
Summary of Duties
To provide complex and confidential administrative support to the Provost, which includes but is not limited to the following:
- Office management and budget (Office manager): Manage and organize regular month by month processes specific to Academic Affairs; maintain office supply inventory; reconcile budget for routine expenditures such as office supplies and credit card purchases. Work collaboratively with the Academic Affairs budget officer. Maintain filing for Provost's Office, both paper and electronic; purge records in accordance with legal periods. Work collaboratively with other Academic and Institutional Offices. Answer phones and distribute mail for the Office, in collaboration with the Office of Planning and Institutional Research. Maintain Office equi[ment and supplies.
- Scheduling to include: Meetings for the Provost, (some) direct reports, Academic Council, and others as requested. Maintain Provost and (some) direct report's calendars, including coordination of meetings. Make travel arrangements as necessary.
- Personal Assistance will include: Search support, posting approved faculty openings within the website, and ads within highered.edu. In addition, support will be provided for candidate travel, facilitate paperwork post-offer, in collaboration with the other University offices. Administer and maintain personal contracts, in collaboration with the budget officer. Maintain accurate lists for faculty processes, such as promotion, tenure, and department chair appointments. Manage the Graduate ASsistant (GA) process and appointments.
- Communication requirements to include: Executive level phone and email communication for the Provost's Office, maintain Academic Affairs website, facilitate both internal and external communication with faculty, staff, students, colleagues/Universities and local communities. Take minutes and Provost's request for Academic Council and other meetings as requested. Gather and prepare Academic Affairs materials needed for the Board of Trustee's meetings.
High School Diploma with a Business background, with an emphasis on administrative procedures and skills. Some college or a Bachelor's Degree preferred.
Fluent in Word, Excel, and Google Calendar; PowerPoint experience preferred. Ability to learn new technologies and processes. Ability to manage and coordinate multiple projects. The successful candidate will have the ability to maintain and have an understanding of the importance of confidentiality with the ability to make independent decisions and handle daily office routines in absence of the Provost. demonstrate organizational skills with the ability to assertively and courteously screen calls and visitors. Have the ability to decide priorities for office activities and staff appointments.
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