Executive Assistant

Executive Assistant to the Provost & Vice President for Academic Affairs

SUMMARY OF RESPONSIBILITIES

Executive Assistant performs duties in direct support of the Provost and Vice-President for Academic Affairs to facilitate his ability to effectively lead the faculty and staff under the Academic Affairs division. Responsibilities require interaction with administrative leaders of the university, deans, faculty, staff and students. Serves as principal assistant in administrative matters necessary for the operations of the Academic Affairs division. Contributes to the overall success of the university by performing essential duties as assigned by the Provost and Vice President for Academic Affairs.

ESSENTIAL FUNCTIONS

• Meets regularly with the Provost to set priorities and goals, and update logistics.
• Respect and protect the confidential nature of the work of the vice president.
• Provide assistance and support to the Provost in handling routine matters on his behalf.
• Screen and prioritize requests for meetings and event attendance and exercises judgement in managing the Provost’s calendar and scheduling.
• Arrange meetings and prepare related meeting materials.
• Arrange meetings, meals and events for the Provost, President, Board of Trustees, faculty and for other academic-related events.
• Attend and prepare minutes for faculty meetings, Board of Trustee meetings, Executive Committee meetings, and academic/student related Board of Trustee committee meetings.
• Coordinate travel arrangements and registrations for conferences and meetings for the Provost, Deans, and faculty as needed.
• Reconcile and submit the Provost’s monthly credit card report in a timely manner.
• Organize and coordinate interviews and arranges travel for academic and staff job positions as necessary
• Coordinate with the catering manager and Director of Events to ensure that catering details for meetings and events are complete and submit catering invoices.
• Process invoices for Academic Affairs, grant invoices and additional invoices upon request.
• Prepare payments to vendors for institutional expenses.
• Maintain faculty files and general files under Academic Affairs.
• Order office supplies and other material as needed for the Provost Office and Tom Murray Administrative Offices.
• Work with all academic and academic support administrators reporting to the office, with the university faculty and with external constituents.
• Prepare the Scholarship Spectrum annually which recognizes faculty for their scholarship throughout the academic year.
• Prepare student letters for the President’s List and Dean’s List and probation and suspension letters for the fall and spring terms.
• Prepare scripts, programs, arrange planning meetings for special events including Convocation and Commencement.
• Prepare student certificates and facilitate the Academic Achievement Ceremony in the fall.
• Manage the supply of the President’s Challenge Coin Series and order coins as needed.
• Responsible for ordering the faculty and staff awards for the annual Employee Recognition and Awards event.
• Facilitate the Student Selection Committee for the Hosler Award each spring.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• Five plus years prior experience working in a professional office (e.g. higher education administration, law firm, accounting firm, executive office).
• Bachelor’s degree preferred with knowledge of budgets and accounting procedures.
• High level of computer literacy with Microsoft Office suite of products.
• Accurate and detail oriented with organizational skills.
• Strong verbal, written and interpersonal skills.
• Ability to perform multiple tasks in an organized manner with proper follow through including ability to prioritize projects and meet deadlines.
• Ability to work independently or with minimal supervision.
• Ability to schedule meetings and prepare agendas.
• Ability to provide support to committees including arranging for meeting rooms, and preparing materials.
• Ability to maintain essential records and files for the Provost Office.
• Exercise good judgement in decision making and be willing to take initiative.
• Excellent communication skills.
• Ability to work effectively in a team setting and collaborate with other campus offices.
• Ability to supervise student workers.
• Proper use of professional telephone etiquette.