Executive Assistant to the Provost - Redlands, United States - University of Redlands

Description

Executive Assistant to the Provost
Job Category: Admin
Requisition Number: ASSIS001497

Posting Details

Full-Time
LocationsShowing 1 location
University of Redlands
Redlands, CA 92374, USA
Job Details
Description

POSITION CODE: 7079

DEPARTMENT/ADMINISTRATION: Provost Office

APPOINTMENT: Administrative, Full-time, Twelve (12) Months

SALARY RANGE: $66,560 Annually, Pro-rated

INTRODUCTORY PERIOD: 1 Year

BENEFITS OVERVIEW: BROCHURE

AVAILABLE: Immediately

APPLICATION DEADLINE: Open until filled

Definition of Classification:

The Executive Assistant to the Provost provides senior level administrative support to the Provost and the Provost's Office and designated administrative staff, including the Associate Provost and Director of Strategic Partnerships and Community Engagement. Primary duties include maintaining the Provost's calendar, correspondence, budget, and records, and fielding communications and inquiries on behalf of the Provost. The Executive Assistant also organizes, prioritizes, and manages workflows; exercises independent judgment to determine priorities; and is knowledgeable about University and academic policies.

Reporting to the Provost, this position models a collegial professional demeanor, which includes fostering a friendly, service-oriented, accessible office. Preserves a high level of confidentiality. Works collaboratively with the Assistant to the President and Provost to maintain an 8-5 access to the President and Provost's Offices. This position is responsible for drafting, getting approval for, and recording of letters of appointment for new full-time faculty appointments across the University. Responsible for coordinating all Provost Office events. The Executive Assistant also cross trains with the Assistant to the President and Provost as needed to support faculty governance work processes.

This position requires flexibility to work outside normal business house including evening and weekend hours, as required.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

Maintains the Provost's calendar, including scheduling and prioritizing as needed; organizing daily agenda if needed; prepares/provides daily meeting materials; follows up on action items; provides organizational support for meetings hosted or chaired by the Provost (and possibly the Associate Provost and/or Director of Strategic Partnerships); works closely with the Deans and their staffs; works closely with faculty governance leaders; facilitates Academic Affairs and Trustee collaboration as needed; and works closely with the offices of Cabinet members, in particular the President's Office and the Chief Financial Officer's Office.
Provides support for major relationships and initiatives coordinated by the Provost, for example, academic planning, accreditation visits, and campus strategic planning to name a few; plans VIP visits and on-campus events; liaisons for search committees and provides support for assessment visitations, as needed.
Performs a variety of clerical duties in support of the division, including filing, contracts, spreadsheets, budget reports, purchasing, check requests, and reimbursements, processes expense reports, correspondence, forms, and other repots and documents in support of the Provost's office; orders and maintain supplies; processes incoming and outgoing mail; types, proofs, duplicates, and distributes reports and documents as needed.
Supports data analysis activities as needed; organizes and stores records, including electronic records of the Provost's office.
Coordinates and arranges conferences and travel for the Provost.
Coordinates appointments with direct reports, donors, trustees, and others within the University community.
Provides frequent assistance in person, in email correspondence, and on the phone, which requires a high degree of tact and knowledge.
Leads in planning major events: for example, faculty dinners, tenure and promotion reception(s), Our House Reception, and commencement ceremonies.
Leads in coordinating annual Fall Faculty Retreat including participation in initial planning meetings, securing appropriate location, coordination with food service, preparation and distribution of agenda and accompanying materials.
Supports Provost in the recruitment of vacant administrative and staff positions in Academic Affairs, under the Provost's direct supervision. Coordinates with HR on Job descriptions, paperwork, itinerary development, room reservations, candidate support, and expense reimbursement, as well as preparations for onboarding.
Collaborates with Assistant to the President and Provost to monitor budget expenditures related to faculty research grants.
Communicates carefully with all new faculty members from the time of initial appointment to arrival on campus. Serves as resource person to facilitate house­ hunting visits and relocation and offer resources to assist them.
Coordinates relocation process for all qualifying faculty assuring adherence to University policies and procedures. Reviews, interprets and processes each relocation estimate. Provides Academic Affairs Office signature approval on expenses prior to Human Resources. Provides guidance to each new faculty member regarding reimbursement policies and requirements and completes appropriate forms.
Arranges all logistical aspects of New Faculty Orientation meetings including notification to all involved, preparation of handouts, menu and set-up coordination with Catering and Campus Events staff, confirmation of audio-visual equipment, and attendance and oversight of meetings.
Assists with coordinating annual Phi Beta Kappa event and provides overall logistical support for arrangements for fall and spring dinners. Secures appropriate locations, selects menu, manages reservation listing, and insures timely deposit of income. Responsible for overseeing event budgets.
Maintains the Provost's website.
May supervise, plan, direct, and assign work of assigned staff; make hiring and disciplinary decisions; provide feedback on performance and approve timesheets.
Performs other related duties and special projects as assigned.
Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

Bachelor's degree with minimum of three (3) years of progressively responsible job-related experience in a similar or equivalent position, or equivalent experience.
A valid California Class C CA drivers' license with a good driving record is required. Note: Out-of-state licenses are valid until appointment. A valid California Class "C" driver's license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).
Knowledge and Skills:

Knowledge of office procedures, methods, techniques, and Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
Excellent organizational and communication skills (both verbal and written).
Ability to set priorities and maintain multiple ongoing tasks with tight deadlines.
Ability to handle highly confidential and sensitive materials and situations.
Ability to work cooperatively with co-workers, supervisors, faculty, students, and other constituencies.
Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; climb stairs; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.