Executive Assistant to the Provost and Vice President of Academic Affairs

About Augustana College:

Augustana College is a private, selective, residential college of the liberal arts and sciences with enrollment of 2500 students. Our beautiful 115-acre campus is located in Rock Island, Illinois, part of the Quad Cities metropolitan area along the Mississippi River, 165 miles west of Chicago. Augustana awards the Bachelor of Arts and Bachelor of Science degrees in about 100 majors and related academic programs and a Master of Science in Speech and Language Pathology. Our diverse student body includes 22 percent first generation college students, 22 percent Pell Grant students, 23 percent students of color, and 17 percent international students.

Employees at Augustana enjoy an excellent benefits package including medical, retirement, generous paid time off, tuition benefits for employees and their family members, and much more. 

Job Description:

Status:  Full-time, Non-exempt 12 month position

Reports to:  The Provost/Vice President of Academic Affairs and The Associate Dean of the College

Wage Grade:  730

Overview:  The Executive Assistant to the Provost and Vice President of Academic Affairs provides administrative support to the college's chief academic officer and general support to the Academic Affairs team. This position plays a critical role in the work of Academic Affairs which ensures academic quality, supports faculty, and encourages and leads academic initiatives and innovation across the college. The Executive Assistant has primary responsibility for coordinating the Provost's calendar and performing a wide range of administrative functions to support the broader mission and ensure smooth day-to-day operations. This position reports to the Provost and Vice President of Academic Affairs.

The ideal candidate will be experienced in handling a broad range of activities and will be able to work independently, proactively, and collaboratively. They must be well organized and flexible and enjoy the administrative challenges of supporting an office with diverse constituents and needs. The position requires the ability to interact diplomatically and efficiently with a broad range of individuals, including faculty, students, administrators, external colleagues, and visitors. They will be comfortable working to deadlines and remaining flexible, proactive, resourceful, and professional. Excellent communication skills, a high degree of discretion, a commitment to providing excellent service and building positive working relationships, and attention to details are equally important.

Job Duties: 

• Manage the Provost's calendar and flow of visitors and appointments, including scheduling reviews related to faculty personnel, job candidate, and departmental reviews.
• Manage workflow for faculty searches and external program reviews.
• Manage the Provost's Office general email account, drafting communications and redirecting enquiries as appropriate, and manage the general Provost's Office phone line, redirecting calls as needed.
• Act as a point person in the Provost's Office for ensuring efficient operations and smooth flow of information both within the Provost's Office and with colleagues across the College; coordinate these efforts with colleagues in the President's and Provost's Offices, as well as colleagues in divisional offices, and especially coordinate shared responsibilities with the Executive Assistant to the President.
• Assist in organizing / coordinating various events hosted by Academic Affairs.
• Provide proactive administrative support to the Provost and Associate Deans in the Office of Academic Affairs.
• Welcome and assist visitors to the Academic Affairs office either in person or via telephone.
• Provide administrative support including but not limited to; writing letters, preparing responses to correspondence, and creating meeting agendas and maintaining minutes.
• Assists with special projects by serving as the project manager, setting goals, monitoring progress, staying within budget and meeting assigned deliverables.
• Other administrative support duties as assigned

Requirements:

Education and Experience:

• High school diploma or GED required. Additional education and/or experience in a college or university setting is preferred.
• 3+ years of administrative support experience or related experience in a professional setting including K-12, medical, or other related fields.

Skills & Abilities: 

• Ability to maintain confidentiality, exercise good judgment, and act professionally, sensitively, and with a high level of discretion.
• Ability to anticipate needs and work proactively and collaboratively to manage daily flow of the office.
• Excellent interpersonal skills and commitment to collaborative teamwork
• Strong verbal and written communication skills
• Strong detail orientation and demonstrated organizational skills
• Ability to work independently
• Strong proficiency with technology, including Apple and PC hardware and software (especially Google Apps, Microsoft Office).
• Commitment to equity and inclusion in working in a diverse community of students and colleagues
• Ability to effectively prioritize and manage multiple priorities in an environment with frequent interruptions.

Physical Requirements:  This position is located on campus, works in a traditional office environment, and requires significant presence out in the community to build and sustain relationships.  The below requirements are expected:

• Able to frequently move about inside the office to access file cabinets, office machinery, etc.
• Consistently operates a computer and other office machinery such as printer, copy machine, calculator, and other equipment.
• Must be able to listen, hear, speak, read, write, and concentrate.
• Must be able to climb stairs, bend, and stoop.
• Must be able to exchange accurate information in person, or by video or phone.
• Must be able to lift 15 pounds on a frequent basis. 

Expected Hours of Work: This is a full-time position with a 40 hour work week. Standard days and hours of work are Monday - Friday 8:00 a.m. to 4:30 p.m. On occasion, and subject to supervisor approval, overtime may be required.

Special Requirements:  The successful candidate must pass a criminal background check. 

Note:  This job description is subject to change and is not designed to be a comprehensive listing of activities, duties or responsibilities that are required by the employee.

Additional Information:

Augustana College is an Equal Opportunity Employer. Augustana College provides equal opportunity to all qualified employees and applicants without regard to race, national origin, religion, sex, sexual orientation, gender identity, age, disability, veteran status, and any other category protected by federal, state, or local law.

Application Instructions:

Interested applicants should submit a cover letter and resume along with contact information for three professional references. For full consideration, applications must be received by January 5, 2024.