Assistant to the Provost - Baltimore, United States - University of Baltimore (MD)

Description

Assistant to the Provost

Office of the Provost

Vacancy number 301457

Position Type:
Regular, full-time exempt position with full, competitive benefits package

Opens: 05/06/24 Closes: Open Until Filled


Salary:
Commensurate with qualifications

* excellent tuition remission benefits
* outstanding health benefits plans and rates
* at least 11 paid holidays each year

• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days

* great retirement plans

The position will remain open until filled, but applications received by May 13, 2024 will receive priority consideration.

The Assistant to the Provost position at The University of Baltimore (UBalt) supports the Senior Vice President for Academic Affairs and Provost through the coordination and synthesis of information pertaining to calendar, strategic projects, reports, annual due dates, agendas, events, meeting documents, and other activities.

This role is responsible for keeping the calendar and communicating to the provost and constituents in a clear and tactful manner about meeting times that may be subject to change, project responsibilities, due dates, and sensitive and confidential matters, including promotion and tenure and other personnel matters.

A high degree of professionalism, discretion, judgment, calm, and finesse is required in all communications, oral and written, to parties as diverse as donors, university presidents, vice presidents, campus guests, and students.

The role is also responsible for combining documents according to direction, with responsibility for editing, formatting, proofing, and identifying gaps that others need to address.

We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy.

Please save your required cover letter and resume as one document (please make the file name short and without spaces or special characters) and attach it in the resume location.

To apply, visit Additional instructions below.


Key Responsibilities:

Coordination - coordinating the calendar of the Provost including but not limited to setting up meetings, adding significant due dates and event dates to Provost Office staff calendars along with reminders, providing weekly summary to Provost with guidance on upcoming and pending tasks and deliverables, and as needed preparing logistics for meetings.

Also works with the Provost to coordinate the assignment and follow-up of tasks; to understand where projects lie with senior staff and what their status is; and to collaborate with the President's staff and other senior-level offices to ensure smooth communication and execution of desired goals.

Communication - handle provostial correspondence, including drafting and copy-editing and distribution of final documents as appropriate; follow up after meetings to reiterate assigned tasks and deadlines, communicate to diverse stakeholders on scheduling impacts related to the Provost's attendance, communicate clearly and tactfully with a diverse set of stakeholders, handling confidential correspondence and files; take accurate and appropriate meeting minutes; respond well to input about communication from others.

Must be able to exercise good judgment about the urgency of requests and to be attuned to the potential impacts of incoming information.

Administrative - oversight of special events and meetings through the Provost's Office, other general administrative functions (filing, data pulls, provost's expense reports); provides provost with appropriate materials to prepare for meetings; Direct stakeholders with various concerns to the appropriate party.

Other duties as assigned - The office is a busy environment that can experience sudden or unusual requests for action.

Staff members cultivate an atmosphere of collaboration to complete necessary actions, sometimes on tight deadlines.


Required Education and Experience:
Bachelor's degree. Five (5) years of progressively responsible experience providing executive-level support.


Preferred Education and Experience:
Experience in higher education a plus


Required Knowledge, Skills and Abilities:

Superior organizational skills are required, including for retention, maintenance, and retrieval of files and e-mail, as well as calendaring, event management (such as visits from accreditation teams), and meeting preparation and follow-up.

It is important that this person understands how, when, and to whom to route information or tasks, and can identify the relative urgency of incoming information.

Excellent Microsoft Office skills (Excel, Word, Outlook, PowerPoint); excellent communication skills both oral and written; discretion in understanding what information should be shared with whom, including around areas of a confidential matter or where there is a legal implication; ability to multi-task and prioritize according to changing conditions; excellent attention to detail; ability to be tactful in high-stress situations.

Must be able to work on campus, meet deadlines, and work collaboratively with others to facilitate completion of goals and priority deliverables.

Special Hours of Work:
Some evenings and weekends, usually scheduled in advance.

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.

UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

We appreciate your interest in our recruitment. Please review the information below before you visit to apply.

We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy.

Information follows about submitting the electronic application and attaching your required cover letter and resume.

Applicant Instructions:
Using Candidate Gateway to View and Apply for UBalt Vacancies

The Candidate Gateway system serves as your connection to The University of Baltimore's job application process.

It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records.

Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process.

Only qualified members of UBalt's Human Resources team and members of the relevant search committee can access your application information.

The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.


NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD


Before you apply:

• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

• In Candidate Gateway: Click "Browse" to access the Word or PDF document you saved with all of your documents.
• Then, click "Upload" to attach it.
• Click "Continue" to continue the application process.

B - ENTER DATA ON THE FOLLOWING PAGES:

Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT

above and below the required data for the four categories shown above.

Click "Save" to save the data you entered on that page.

The message "You have successfully submitted your job application." confirms only that you entered that page of information into the system.

You must click "Next" to continue and complete the entire application process.


Current and Prior Employment/Work Experience:

• Enter employment information relevant to your position of interest.
• You can use the first day of the month wherever dates are required.
• After you enter your work experience, click "Save," then click "Next."

Education/Education History and References:

• Use the dropdown to enter your highest education level. Entering this information is required.
• Then, only college and university information is required. Click the plus sign to the left of the "Postsecondary Education" link to enter that information.
• For country, enter USA or click the hourglass to select another country.
• You can use the first day of the month wherever dates are required.
• Click the plus sign to the left of "References" to enter three professional references.
• After you enter your education information and references, click "Save," then click "Next."
• How did you find out about us/how did you find out about the job?
• After you enter this information, click "Save," then click "Next."

Online Questionnaire/Application Questionnaire:
Answer the questions requiring a yes or no response. After you answer them, click "Submit." This leads you to the Submit Online Application page.

C - SUBMIT ONLINE APPLICATION

To apply for your selected job: When you reach the "Submit Online Application" page shown below, you must click "I agree to these terms" and then click the "Submit" button at the end of the screen.

After you click "Submit," then you will see this information at the top of your screen:

My Applications

Thank you for your interest in employment at The University of Baltimore. HR will process your application documents for the search committee's consideration.

Note:
This screen will also show additional information about the selection process and Office of Human Resources contact information.

Questions/Help

If you have trouble viewing our job postings or applying for the vacancy, contact for assistance.


TO APPLY:

External applicants:
Review the vacancy announcement at and click the external applicant link to apply.

Internal applicants (students taking classes at UBalt and current employees) with login and password for MyUBalt: use the internal applicant link, log into MyUBalt, then click the "View or Apply for Job Positions" link on the left.

• Never use the browser "Back" and "Forward" arrows to navigate. You will lose the information you have submitted.
• To navigate between pages, use the "Next," "Previous," and "Return to Previous Page" buttons.
• Use the "Save" button to save your information so you can return to it later and complete your application. Using "Save" does not complete the process to apply for a job opening.

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.

UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.