Primary Purpose |
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Assists the Provost in most of the functions related to the Provost’s office. Manages schedule, workflow, and appointments for the Provost. Serves as contact person, communicator, and facilitator between the Provost’s 10 direct reports (and their offices) and other College constituencies, including senior administrators, faculty, staff, students, alumni, parents, trustees, and the public.
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Responsibilities |
Works cooperatively with others and accepts direction from supervisors.
- Serves as the primary contact for the Provost on day-to-day operational and administrative issues with College constituencies and the public. Screens and handles sensitive and often confidential telephone communications (e.g., from faculty, parents, students, deans, lawyers, and trustees).
- Prepares Provost’s correspondence and reports; screens and evaluates incoming and outgoing correspondence and responds as appropriate; proofs, formats, and distributes Provost’s correspondence.
- Organizes meetings that involve the Provost. Schedules and coordinates dates and times, venues, attendance, agendas, and catering where needed; provides administrative support and follow-up on issues arising from meetings.
- Prioritizes and adjusts own workflow and Provost’s schedule/workflow daily to handle new unpredictable situations that emerge.
- Prepares agendas and materials for several committees, including Academic Affairs; prepares minutes for the Ed Affairs committee of the Board of Trustees, Promotions Committee, and Reappointments Committee; provides support for Provost’s liaison role with Faculty Council.
- Follows-up and/or tracks administrative issues until resolution.
- Maintains calendar for the Provost and is back-up scheduler for the DCUR and DFDR.
- Organizes, schedules, and prepares itineraries for all Provost travel.
- Manages annual academic department budget process (including small equipment items and additional funding) from requests through approvals (with Provost and Budget Office).
- Manages annual endowed fund allocations (Institutional, Special, & Academic program enrichment budgets) and follow-up with allocation letters (with the Provost and Budget Office).
- Manages endowed professorship and new administrator processes from determining vacancies, through selection, to appointment letters (with Provost, Budget Office, and President’s Office).
- Manages Provost area staff salary & PEP process with Provost and HR Office.
- Manages annual faculty salary process by requesting and maintaining records of annual faculty salary forms and schedules meetings with department chairs.
- Maintains cross-training and provides back-up for the Assistant to the DoF regarding faculty salary issues, including Banner database entry.
- Monitors all Provost area budgets and provides reports as needed, using Banner and Hyperion software.
- Administers operating budgets for the Provost; reviews expenditures and processes vouchers and journal entries.
- Sets up, organizes, and maintains appropriate office and computer filing systems; keeps up-to-date Provost’s executive calendar, reminders for annual events/tasks, and VPAA reference binder.
- Answers phones, opens and sorts mail, accesses email, photocopies.
- Assists DCUR and DFDR, and preparation for faculty meetings, as needed.
- Orders and oversees management of office supplies, office equipment, and coffee supplies for the Provost’s office.
- Works closely and collaboratively with other Assistants in Academic Affairs on a variety of shared responsibilities, and ensures good communication with other administrative offices.
- May assist in processing of teaching evaluations.
- Performs other related tasks as assigned.
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Education & Training |
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Bachelor's degree or equivalent experience required. Excellent writing skills and use of English grammar. Computer literacy required.
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Experience |
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4+ years administrative experience, preferably in higher education.
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Knowledge |
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Familiarity with structure and governance of the College. Advanced computer skills required, utilizing the following programs: Microsoft Office, Outlook, Filemaker Pro, Power Point, Hyperion, CMS, Resource 25, and SCT Banner strongly preferred. Must have excellent writing, organizational, interpersonal, and communication skills.
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Other |
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Must have the ability to handle confidential matters with discretion and tact; maintain composure and competence under pressure; and be detail-oriented. Must be able to prioritize essential tasks, have initiative, be self-directed with good decision-making skills; and also have the capacity to be a strong team player. Must be able to climb stairs, sit at a computer for long periods of time, and complete errands across campus.
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