Assistant to the Vice President and Provost

Position Title & Department:

 Assistant to the Vice President and Provost; Provost Posting #

5196

Department Description:

The University of San Diego, with its college and six schools, distinctive academic centers and institutes, proximity to Asia and Latin America, and commitment to Catholic traditions, offers students a unique educational experience. A USD education is characterized by academic rigor in its undergraduate and graduate programs offering transformative opportunities through student/faculty research, global experiences, community service learning and internships that develops the knowledge, values and skills needed to serve the global, civic and faith communities.

University Description:

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

Provides complex administrative support to the Vice President and Provost (Provost), serving as a strategic partner to the success of the Office of the Provost, ensuring the office exemplifies a good steward standard, and in full alignment of institutional policies and procedures. Primary responsibility for managing the Provost’s calendar, including vetting requests for meetings and events, making travel arrangements, scheduling complex meetings, and reserving meeting rooms. Creates, edits, and/or proofreads reports and drafts of correspondence for Provost’s signature. Reviews and prepares meeting documents and arrangements for meetings to be attended by the Provost. Using independent judgment, is proactive in identifying issues and making suggestions for resolution. Provides administrative support to the Academic Affairs Committee of the Board of Trustees. Interacts with trustees, president, vice presidents, deans, directors, students, and parents in person and/or by phone. Acts as a knowledgeable resource for the office for inquiries and requests. Addresses complaints in a professional and diplomatic manner. Maintains strict confidentiality. Ability to retain tact, diplomacy, and discretion under all circumstances. 

Duties and Responsibilities:

Manages the Provost’s calendar:

• Schedules complex and sensitive meetings involving many attendees with competing priorities and schedules, using a variety of scheduling methods, including Google Calendar and Doodle Poll.     
• Proactively and independently screens meeting requests, including utilizing the Provost Participation Form when appropriate.  Responds to requester of Provost’s availability in a timely and diplomatic manner.     
• Manages the preparation of and/or ensures proper meeting requirements, such as supporting meeting materials, and PowerPoints, room reservations and accommodations, meals/catering, audio-visual requirements, parking arrangements, directions, etc., are in place for these appointments.     
• Determines the priority of an appointment request and reschedules other appointments, if necessary, to accommodate urgent appointment requests.     
• Prepares proactively the Provost for appointments when appropriate – determining what necessary background information and relevant materials are needed, meeting location, etc.     
• Schedules regular Provost Standing meetings, Deans’ Council meetings and regular meetings with academic deans and other direct reports.   

General administrative duties/support:

• Responsible for gathering information and preparing the president’s letters for Appointment, Reappoin