Assistant to the Associate Provost - Westfield, United States - Westfield State University

Description

Job Description:
Campus Title: Assistant to the Associate Provost
State Job Title: Staff Associate
Department: Academic Affairs
Job Code: HA5310
FLSA Status: Exempt
Funding:
Bargaining Unit: NUP
Job Type: Full-Time Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday, 9:00 am to 5:00 pm
Regular Days Off: Saturday and Sunday
Supervision Received: Receives direct supervision and specific assignments from the Associate Provost, Academic Affairs.
Supervision Exercised: Student workers; graduate assistants.
Salary: $60,000.00 to $65, Salary commensurate with education and experience)

General Statement of Duties: The Assistant to the Associate Provost is responsible for supporting the day-to-day operations of the Office of the Associate Provost, as well as providing administrative support to the Associate Provost, including gathering, synthesizing, and analyzing information, preparing reports of moderate complexity, as well as calendar management, correspondence, and meeting preparation. Acts as a liaison between the Associate Provost and others within the division of Academic Affairs and the wider University; contributes to the development, monitoring, and maintenance of the budget of the Associate Provost. Importantly, the Assistant to the Associate Provost reviews and organizes various personnel matters and other confidential materials, which may pertain to employee compensation, faculty contracts, complaint management, and grievance resolution. Is responsible for hiring, supervising, and assigning work to student employees including graduate assistants. The Assistant to the Associate Provost may at times be asked to provide supplemental support to the Provost and Vice President of Academic Affairs.

The Assistant is required to work independently and interact with internal and external constituencies in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient with a high level of professionalism and discretion.

Duties and Responsibilities:
Duties include but not limited to:
Essential:

Assists the Associate Provost in all aspects of the day-to-day operations of their office; coordinates the flow of materials between the Associate Provost, their direct reports, and other University offices. Oversees the organization of all documentation and files produced during the work of the offices.
Provides high-level, high-touch, and confidential administrative support to the Associate Provost - including, but not limited to: managing, prioritizing, and addressing inquiries to the Associate Provost from internal/external constituencies; leveraging the Dean's office team by deploying internal/external inquiries to the appropriate team member; scheduling appointments and managing the Dean's and division-wide calendars; coordinating meeting arrangements; managing phone and email inquiries; managing travel arrangements, and; serving as the primary point of contact for administrative staff matters.
Hires, supervises, and manages activities of student workers for the office.
Manages data using relevant systems/databases; runs reports relevant to the functions of the office and divisional planning using institutional reporting tool, including confidential matters and materials.
Responsible for processing all financial transaction paperwork, such as: purchases, travel, budget tracking and resolution of purchasing and account payable issues. Uses Microsoft Excel to track purchases and expenditures for the office budget and Associate Provost travel expenses.
Periodically reviews, at the request of the Associate Provost, the office budget(s).
Reviews and organizes various personnel matters and other confidential materials pertaining to employee compensation, faculty contracts, complaint management, and grievance resolution.
Manages special projects for Office of the Associate Provost to expedite the successful and timely implementation of initiatives related to the University's academic programs and the strategic plans of the division of Academic Affairs.
Supports the planning and organization of division wide academic celebrations.
Provides excellent service to a variety of on and off campus constituents. Also, responds to public inquiries in a friendly, professional, courteous, and informed fashion, forwarding questions to the Associate Provost or others within Academic Affairs when appropriate.
Faculty/Librarian Mini-Grants: Coordinates all Mini-Grants internal grant paperwork, maintains spreadsheets, schedules meetings and completes all reimbursements to faculty and students as needed for each award.
Guest Lecture Series: Coordinates all Guest Lecture Series internal paperwork, maintains spreadsheets and completes all reimbursements to guest lecturers.
Undertakes other responsibilities appropriate to the role as assigned.

Requirements:
Qualifications Required:

Associate's degree plus three years of commensurate experience supporting a high-level administrative position.
Knowledge of the principles and practices of office management.
Ability to follow written and oral instructions.
Ability to maintain accurate records.
Ability to prepare general reports.
Ability to communicate effectively in oral expression.
Ability to be attentive to detail and perform work with high level of accuracy.
Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
Ability to give written and oral instructions in a precise, understandable manner.
Ability to deal tactfully with others.
Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
Ability to exercise sound judgment.
Ability to exercise discretion in handling confidential information.