Executive Secretary to the Provost
Summary of Duties
To provide confidential administrative support to the Provost which includes but is not limited to the following:
Office management and budget to include: maintain office supply inventory: reconcile budget for routine expenditures such as office supplies and credit card purchases. Work collaboratively with Academic Affairs budget officer. Maintain filing for Provost’s office, both paper and electronic; purge records in accordance with legal periods. Work collaboratively with other academic and institutional offices. Answer phones and distribute mail for office, in collaboration with the Office of Planning and Institutional Research. Maintain office equipment and supplies.
Scheduling to include: meetings for the Provost, direct reports, Academic Council, and others as requested. Maintain Provost's calendar, including coordination of meetings. Make travel arrangements as necessary.
Personnel assistance will include: search support, posting approved faculty openings within the website, and ads within The Chronicle. In addition, support will be provided for candidate travel, facilitate paperwork post-offer, process background checks and prepare offer letters and agreements for new faculty hires, and required background clearances for new faculty hires. Administer and maintain personnel contracts, in collaboration with budget officer.
Communication requirement to include: phone and email communication for the Provost’s office, maintain Academic Affairs website, facilitate both internal and external communication with faculty, staff, students, colleges/universities and local communities. Prepare correspondence for Provost; take minutes at Provost’s request for academic council and others as requested. Gather and prepare Academic Affairs materials needed for the Board of Trustees’ meetings.
High School diploma with a business background, with emphasis on administrative procedures and skills. Some college or a bachelor's degree preferred.
Fluent in Word and Excel. PowerPoint fluency desired. Successful candidate will have the ability to maintain and have an understanding of the importance of confidentiality with ability to make independent decisions and handle daily office routine in absence of the Provost. Demonstrated organizational skills with an ability to assertively and courteously screen calls and visitors, and prevent unnecessary disruptions and distractions.
How to Apply
A completed application must be on file in the Office of Human Resources.
Office of Human Resources
Liberal Arts Center 86
(Monday - Friday, 8:30 a.m. - 4:30 p.m.)