Assistant to the Senior Vice Provost
Assistant to the Senior Vice Provost
University of San Francisco
The Assistant to the Senior Vice Provost for Academic Affairs is the primary point of contact for the office of Academic & International Activities, and is responsible for providing confidential administrative support to the Senior Vice Provost, the Associate Vice Provost and directors as needed. The Senior Vice Provost's division includes the Office of Accreditation and Assessment Support, the Center for Global Education, Institutional Review Board, the Office of Contracts and Grants, the Centers for Teaching Excellence and Research, Artistic, & Scholarly Excellence.
The Assistant performs administrative, planning, and budgeting duties. The Assistant supports the Senior Vice Provost with prioritization, communication, and coordination within and across the units within the division. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The staff member will manage processes involving confidential files, contracts, and records. The position requires a high aptitude for multi-tasking and prioritizing numerous assignments and responsibilities simultaneously.
• Provides administrative services as point of contact for highly dynamic and fast paced office
• Completes a broad variety of administrative tasks for the Senior Vice Provost including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Manages communication for the Senior Vice Provost’s office, including managing the division website, preparing correspondence, organizing meeting materials for division meetings, creating agendas, and recording minutes;
• Coordinates meetings and events hosted by the Senior Vice Provost, including visits from international delegations and international travel events attended by the Senior Vice Provost;
• Oversees division budget, reviews and makes recommendations on cost-savings as requested;
• Reviews and approves expense reports and payments on behalf of the Senior Vice Provost for staff in the division, ensuring compliance with University policies; works with directors to ensure budget is in good standing;
• Oversees document review process and storage of MOUs and contracts for the Provost Office;
• Manage the Tenure and Promotion files and reports at the Provost Office level, working with staff in each of the schools and the College;
• Manage Faculty Resource Network application process (bi-annual);
• Maintains confidentiality of all sensitive materials;
• Communicates with division staff about policy and procedure updates;
• Respond promptly to inquiries from university offices and external constituents;
• Responsible for onboarding and training of new staff, office assignments, and general requests from staff;
• Creates and develops new office work procedures to increase efficiency, maintain confidentiality, and improve work flow using knowledge of operations and creative problem solving techniques;
• Works closely with the Assistant to the Provost and provides back up support to the Provost Office as requested;
• Hires, trains, and supervises student assistants;
• Perform administrative activities, with a high attention to detail, organization, and process;
• Perform special projects and other duties as assigned
Bachelor’s degree required, Master’s degree preferred. Knowledge of higher education a plus. Minimum of five years administrative experience in a professional setting.
At least 3 years in a supporting a “C” level executive. Knowledge of Microsoft Office suite of programs. Ability to exercise discretion and maintain confidentiality. Strong listening and interpersonal skills; ability to plan, implement and assess stand-alone projects; ability to work with minimum supervision; effective oral and written communication skills; excellent organizational skills and the ability to prioritize among complex and competing expectations. Some work hours may be required outside of normal business hour
Additional Knowledge, Skills, and Abilities:
For information on how to apply, please visit the following link: www.usfjobs.com
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.