EXECUTIVE ASSISTANT, PROVOST'S OFFICE

Provide administrative management, development, and project oversight for initiatives in the Office of the Provost and Executive Vice President for Academic and Student Affairs.
Support the Provost and Associate Provosts and administrative activities in the Provost's Office; coordinate large-scale office projects, handle internal and external contacts, and provide clerical support to the office of the chief academic officer of the University and the Office of Academic Human Resources.

Perform routine administrative details, compose interpretive correspondence, coordinate office activities and manage projects on behalf of the Provost, Associate Provosts, and Associate Vice Presidents with a high level of competent decision-making, discretion, and autonomy.
Assist with tasks relating to bargaining unit issues and budgetary matters, while maintaining a high degree of confidentiality.
Establish and maintain a comprehensive calendar for the Provost, Associate Provosts, and Associate Vice Presidents in the Academic and Student Affairs Division.
Maintain comprehensive understanding of university, Divisional and unit policies and procedures. Coordinate dissemination of these Policies on an ongoing basis to appropriate recipients.
Answer inquiries or complaints from faculty, staff, students or guests regarding such policies and procedures.
Maintain current knowledge and skills required to utilize university technology and software, and share information with Divisional staff as needed.
Serve as liaison with colleges and other academic units relating to matters of graduate study, research, and other creative activity. Due to the wide range of activities and responsibilities, this will entail extensive coordination with a high degree of efficiency.
Manage the relationship between the Provost's Office and the Provost's direct reports (note: due to the large number of reporting units, this will entail extensive coordination with a high degree of efficiency).
Serve as liaison to the Board of Regents' Office, and meeting coordinator for Committees of the Board of Regents that are overseen by the Provost. Manage the relationship between the Provost's Office and the Office of the Board of Regents, including materials preparation, minutes, and logistics for Academic and Student Affairs' committees of the Board of Regents.
Provide administrative support for the Faculty Senate Relations and other Provost Office workgroups, including maintaining web sites, meeting coordination and (if necessary) minutes, and correspondence.
Serve as liaison with the Division of Business and Finance in matters of purchasing, budget, expenditures, and supervisory lines.
Establish and maintain accounting records and/or procedures to monitor, review and reconcile office budgets and account expenditures for the Provost's Office and  related operating units. Process invoices and oversees purchasing of office supplies, maintenance of office equipment. and hiring of service vendors. Meticulously process time sheets and leave reports with timely and appropriate approvals. Authorize payments within prescribed limits.
Collect and tabulate data for reports and records.
Process paperwork for signature relating to Divisional Budget matters such as hiring, travel, budget transfers, legal matters, and other documents. Problem-solve any outstanding issues.
 
Process and file documents to maintain the personnel files of academic personnel (faculty, full-time lecturers, part-time lecturers and staff with academic rank).
Problem-solve issues relating to budgetary matters.
Prepare regular reports of account expenditures. Maintain unit or project budget accounts and process appropriate expense and budget transfers.
Support the Provost's Office in the administration of Board of Regents' meetings.
Prepare time and room schedules, announcements and/or materials.
Perform related duties as required.

Well-developed communication, planning, organization, reasoning and problem-solving skills acquired through the completion of a Bachelor's degree in Business Administration, Communications, and information technology (or a field providing similar skills) is preferred. (Four years' administrative/office management experience supporting a senior level administrator is equivalent to possessing a Bachelor's degree).
Five years of experience in the performance of progressively more responsible office management and administrative work is required.
The ability to communicate moderately to highly complex policies, procedures, and regulations and to ensure understanding of these while working under pressure (e.g. handling several requests at the same time) is required.
Ability to handle multiple tasks simultaneously and accurately with no supervision is required.
Solid computer skills including knowledge of the Microsoft Office Suite are required. Knowledge of Banner is strongly preferred.
Web development skills and knowledge of specific software applications utilized in the area of assignment are preferred.
Knowledge of university and department policies, procedures and regulations is preferred.
A specific typing speed may be required depending on department needs.

Working Conditions:  Work is performed indoors and may include walking or standing for brief periods in order to make deliveries, attend meetings, assist students and file documents. Primary work location is within the Office of Academic Human Resources.
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