Executive Assistant to Senior Vice Provost

Job Details

The Executive Assistant provides high-level administrative and organizational support to the Senior Vice Provost for Faculty Affairs (TJU) / Vice Dean for Faculty Affairs and Professional Development (SKMC). This role is central to ensuring the smooth operation of the Office of Faculty Affairs by managing executive calendars, faculty governance meetings, scheduling and preparing for meetings, coordinating travel, handling correspondence, and assisting with programmatic initiatives. In addition, this position supports the Student and Faculty Affairs Subcommittee of the Jefferson Academic Affairs Committee of the TJU Board of Trustees. Responsible for handling incoming calls, greeting and assisting guests and visitors to the Office of SVP. Assists in electronic and paper filing, inventory, calendar, scheduling, and recordkeeping, reports, presentations, and projects (clerical aspects), distribution of mail, and other duties as assigned.  Must be detail oriented and able to handle confidential information in professional manner.

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Manage the complex calendar of the Senior Vice Provost/Vice Dean, including making appointments and prioritizing the most sensitive matters with an understanding of urgent, critical and/or confidential matters.
• Oversee scheduling, coordination, and minute-taking for university faculty meetings and faculty governance committees supported by the Office of Faculty Affairs.
• Manage project plans, schedules, and reports for TJU Faculty Meetings and other faculty governance meetings.
• Oversee scheduling, coordination, and minute-taking for university faculty meetings and faculty governance committees supported by the Office of Faculty Affairs.
• Serve as primary administrator for the Student and Faculty Affairs Subcommittee of the TJU Board of Trustees, including preparing agendas and drafting accurate, timely minutes.
• Coordinate all travel arrangements for the Senior Vice Provost/Vice Dean, ensuring efficiency and adherence to university policies. Responsible for purchasing within the department budget.
• Coordinates support for meetings and training events, planning in advance and providing follow up and feedback to SVP and participants.
• Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion.
• Answers incoming calls, greets visitors and guests, directing them as appropriate.
• Screen incoming communications; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Attends required meetings and prepares recording of meeting minutes when appropriate.
• Sustain professionalism and confidentiality with all materials, and exercise caution when interfacing with the other employees.

Competencies (Knowledge, Skills, and Abilities Required):

• Effective Communications - Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Interpersonal Relationships - Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
• Service Excellence - Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
• Flexibility and Adaptability - Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
• Managing Multiple Priorities - Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Decision Making - Understanding of the issues related to the decision-making process, ability to analyze situations fully and accurately, and reach productive decisions
• Accuracy and Attention to Detail - Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring - Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving - Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations
• Knowledge of