Executive Assistant to the Provost & Sr. Vice President for Academic Affairs
Executive Assistant to the Provost & Sr. Vice President for Academic AffairsJob Summary:
The Executive Assistant to the Provost and Senior Vice President for Academic Affairs reports directly to the Provost and Vice President for Academic Affairs. This position performs executive-level support for the organization and implementation of administrative duties of the Office of the Provost. The position provides executive administrative support to the Provost in fulfillment of Academic Affairs administrative and other responsibilities, as may be assigned by the President of the College.Essential Duties and Responsibilities:
•Manages the Provost extremely busy calendar and schedule, vetting internal and external requests, as appropriate. Works closely with the Provost to ensure deadlines are met, being responsive and prioritizing requests for meetings with the Provost.
•Tracks Office of the Provost annual operational budget, makes recommendations for spending, forecasting expenditures.
•Staff committee meetings the Provost chairs, such as Board of Trustees Committees, Technology Committees, Council of Chairs, search committees and other ad hoc committees as assigned, tracking agenda and action items, disseminating information to said committees.
•Regularly briefs the Provost on upcoming deadlines, actions items, and ensures appropriate actions are taken to ensure timely execution.
•Serves as the Provost’s proxy for the approval of travel expense reports, independent contractor agreements, requisitions (approve in Banner system), budget transfers up to established threshold. This involves reviewing all documentation for accuracy and compliance with College’s procurement and travel policies.
•Maintains complete confidentiality on business matters in the Office of the Provost.
•Monitors email correspondence daily to determine priority for appropriate action by the Provost, and initiates responses for Provost or brief’s Provost for needed response.
•Uses 1-31 day follow-up system to ensure action is completed on pending items.
•Prepares and maintains data, reports, records and documents associated with meetings, as assigned by the Provost, as well as confidential documents.
•Writes, compiles and prepares reports and data for the Board of Trustees including correspondence in response to queries
•Draft correspondence for approval prior to final signature (i.e. memoranda, reports and other correspondence as assigned).
•Provide high level of administrative support, utilizing tact, diplomacy, and discretion, as required on a wide variety of complex and sensitive issues.
•Works with the Office of Faculty Support to ensure Provost receives faculty information in timely manner (e.g., Tenure & Promotion materials, contracts, faculty issues requiring immediate resolution).
•Coordinates logistics for meetings, travel, conferences and other events hosted by the Provost.
•Collaborates with other constituencies (physical plant, caterers and vendors) to ensure materials are accurate, complete, and submitted on time.
•Helps with special events sometimes in collaboration with other offices, and at times with off-campus organizations, culminating events and celebrations.
•Organize meeting materials for Provost’s use, making sure Provost is well-briefed and prepared for scheduled meetings, events and routine executive functions. Assist with preparation of presentation materials as required.
•Set-up and manage College Start-Up Funds for all faculty. Reviewing requests for use of funds ensuring they are in compliance with College policy
•Act as key liaison with the Dean of Undergraduate Studies Office to resolve student/parent issues, which requires communication and coordination with the Academic Deans
•Provide office coverage for Office of the President as needed and act as key liaison ensuring Provost is briefed on President’s initiatives, projects or meetings
•Plans, manages, and oversees events hosted by the Provost’s Office, such as, Opening Convocation, (logistics and meals), program celebrations, etc.
•Oversees the Presidential Awards nomination process, organizing and overseeing Committee process, coordinating committee meetings, planning the Celebration luncheon, announcements at Commencement and presentation at Opening Convocation.
•Works closely with the Associate Provost for Executive Projects briefing on the Provost’s upcoming meetings
•Manages the office space, assists the Provost with staff files, job descriptions, act as liaison with College’s Office of Human Resources to enter employee requisitions, updates job descriptions and back-office paperwork for staffing needs within the Office of the Provost
Bachelor’s degree preferred. High School Diploma and five years of directly related work experience or equivalent combination of education and experience are required.
This position requires strong customer service focus, communication, and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision.
Excellent oral communication skills are required while interacting with faculty, staff, students, and external constituents, including the ability to communicate with diplomacy and tact. Incumbent must be able to write business correspondence and various narrative reports. Also, must be able to read, analyze, and interpret items such as reports, tables, and other printed related materials. This position requires excellent customer service focus, communication, organization, and time management skills.
This work requires the ability to perform advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating mail merges, creating brochures, newsletters, fliers, forms, and spreadsheets using formulas, graphs, plus the use of Lotus Notes, Banner Financial Module, and Internet navigationPreferred Qualifications:
Experience working in a College/University environment and supporting a Vice President or higher. Supervisory experience.Certifications, Licenses, Restrictions :
While performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, reach with hands and arms, talk, and hear. The employee is frequently required to walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.Shift:
Days% Travel Required:
1% - 25%Full Time/Part Time:
Non-ExemptNumber of Vacancies:
SC0301PPosting Open Date:
06/01/2021Open Until Filled:
Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.