Assistant to the Provost, Office of the Provost and Senior Vice Chancellor for Academic Affairs

The Assistant to the Provost coordinates and manages the Office of the Provost and Senior Vice Chancellor for Academic Affairs. The position provides the Provost with historical and policy-related information needed to make decisions affecting Academic Affairs. The position serves an important role as the liaison between the Provost, individuals who report directly and indirectly to the Provost, UTC and UT administration, as well as faculty, students, staff and community members.

Work often involves organizing, scheduling, coordinating, researching, compiling, exchanging, and analyzing information. This position is responsible for preparing drafts of correspondence.

The position assists the Provost with implementing day-to-day activities and communications, both internally and externally, and must maintain a high degree of confidentiality in dealing with multiple constituents.

Work complexity is characterized by the ability to interact effectively and timely with individuals, departments and organizations to develop and maintain the integrity of the Office of the Provost and Academic Affairs.

Responsibilities include, but are not limited to the following:

Office Support

• Provide professional, confidential and dependable administrative support to the Provost and Senior Vice Chancellor for Academic Affairs                 
• Develop, implement and maintain departmental procedures in accordance with university policies
• Provide direction and clerical support for academic administrative searches at the associate provost, dean and department head level and ensure university guidelines are followed
• Gather and organize information and provide staff support to Academic Leadership Team and other committees and groups as assigned
• Troubleshoot unanticipated problems requiring involvement at the Provost’s level
• Direct calls and give advice to students, faculty and staff
• Share information and communication with Academic Affairs and administration

Administrative Responsibilities

• Coordinate and schedule the Provost’s calendar by anticipating, evaluating and prioritizing appointments
• Process travel arrangements and reimbursements for the Provost and faculty travel that is supported by Academic Affairs
• Maintain daily tickler file to include back-up materials for meetings
• Research and organize data and information for the Provost’s review and approval
• Draft correspondence as needed by the Provost
• Compile and update the Academic Affairs calendar
• Maintain files for the Office of the Provost which includes confidential files on faculty and students
• Maintain Academic Affairs website
• Provide administrative support for Vice Provost Office and Faculty Senate as needed
• Assist with coordinating activities for all commencements
• Train and provide support to administrative assistants and department heads
• Compose and distribute letters for RTP and Faculty Grants
• Coordinate staff evaluations for Academic Affairs
• Review and track sabbaticals, UC Foundation Funded Grants and UC Foundation Professorships

Event Planning

Coordinate the logistical preparation for meetings and events sponsored by the Office of the Provost, including:

• New Faculty Dinner
• Faculty Honors Day
• UC Foundation Academic Programs and Faculty Development Subcommittee Luncheons
• Staff appreciation picnic as designated by the Chancellor
• Assist with oversight of commencement logistics
• Others as needed

Budget Responsibilities

• Responsible for DASH data entry including payroll, purchasing, disbursements, and procurement card
• Responsible for maintaining records for accounts in the Provost’s Office including processing and reconciling all transactions charged to the department account according to university policy and procedures
• Responsible for maintaining payroll/personnel records for administrators and staff in the Provost’s Office according to university policy and procedures
• Responsible for entering pay for commencement musicians and commencement singers

This position requires excellent organizational, communication and interpersonal skills as well as strong reason