Executive Assistant to the President and Provost

Position Title: Executive Assistant to the President and Provost

Department: Office of the President and Academic Affairs

Reports To: President and Provost

Status: Salaried, Exempt

Date: December 2024

Position Summary:

To assist the President and the Provost in the daily operations of their offices. Manages a wide variety of confidential assignments. Coordinates communications for the Office of the President and Academic Affairs. Maintains current knowledge of planning and evaluation methods and serves as a resource for all areas of the University.

Essential Job Duties & Responsibilities:

• Performs a wide variety of typing/word processing duties including composing correspondence, taking and transcribing written notes, proposals, letters, memos, talks, reports, and other documents.
• At the direction of the President and Provost, executes contracts and keeps contract records for all contract personnel. Maintains confidentiality of records and documents.
• Anticipates problems, critical issues, and opportunities associated with the administrative function of the Offices of the President and Academic Affairs.
• Reviews all communications coming to the President and Provost and at their request prepares responses and/or redirects to the appropriate university official.
• Assists in prioritizing issues to the President and Provost.
• Attends meetings and campus events as directed.
• Establishes and maintains integrated working relationships with other University departments to develop and disseminate information.
• Supervises Offices of the President and Academic Affairs student workers.
• Answers the telephone and directs calls as appropriate in the Offices of the President and Academic Affairs.
• Manages the President and Provost calendars. Schedules appointments and meetings. Engages in a variety of contacts both inside and outside the university to obtain and relay information. Gathers and supplies data and gives assistance where needed.
• Coordinates and arranges meetings, including reserving rooms, set-up and food ordering as directed by the President and/or Provost, including communication with the Board of Trustees.
• Receives and distributes the mail for the Offices of the President and Academic Affairs.
• Maintains the files and records and assists in the preparation of reports for the Offices of the President and Academic Affairs.
• Manages the budget, including keeping dues and memberships up to date, keeping a record of accounts and processing requisitions for payment of invoices, credit cards, and services charged to each office.
• Assists with the work of other offices when requested by the President and/or Provost.
• Attends meetings and training sessions as necessary and encourage professional development in staff members.
• Interprets and applies polices and guidelines effectively and accurately.
• Serves as a member of special committees as directed by the President and/or Provost.
• Maintain and order office supplies for the Offices of the President and Academic Affairs.
• Receive and record daily class cancellations for the Academic Affairs Office.
• Request, receive, and organize all syllabi each semester for the Academic Affairs Office.
• Process large electronic mailings, including probation letters 3 times a year, suspension letters 3 times per year, and Dean's list letters twice a year for the Academic Affairs Office.
• Manage the distribution and collection of end-of-term course evaluations for the Academic Affairs Office.
• Supervises Offices of the President and Academic Affairs student workers.
• Other duties as assigned.

Qualifications:

• A Bachelor's degree with 5-7 years of experience supporting a higher education leader or other high-level position.
• The successful candidate will have a high level of integrity, ethics and professionalism and must have a strong commitment to higher education with an <