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Assistant to the Provost- Temporary

Clarkson University
Potsdam, NY

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Job Details

Job Title: Assistant to the Provost- Temporary

FLSA Status: Exempt

Department: Provost/ Academic Affairs

Title of Manager/Supervisor: Provost

Number of Employees Reporting to this Position: 0

Range: $30.00-$34.00

Position Summary: Support and coordinate the Provost’s administrative efforts to develop and implement policies and procedures that promote excellence in scholarship and teaching across the University. The supported efforts include but are not limited to undergraduate and graduate education, educational partnerships, continuing education, and distance education; outcomes assessment for undergraduate and graduate program development and improvement according to established procedures; development, implementation and growth of new degree programs; interdisciplinary activities affecting undergraduate and graduate education; activities related to monitoring and improving the effectiveness of student advising. The Assistant will provide guidance, information and assistance to faculty and staff as needed. Administrator and repository for knowledge about Interfolio: primary contact for management and training of the Interfolio faculty review and tenure and promotion process.

General Purpose: Provides complex administrative support to the Provost and the Executive Director of Academic Policies, Operations, & Services.

Position Responsibilities:

  • Facilitate communications and liaison between the Office of the Provost and the Schools of Arts and Sciences, Business, Engineering, the Institute for a Sustainable Environment, the Student Affairs Division, and other units within the President’s Cabinet; the Graduate School, the Clarkson Honors Program and School, interdisciplinary research centers; Clarkson Board of Trustees and committees of the Board, as appropriate; the Clarkson Libraries; the Division of Research; Government Relations; Institutional Assessment; and external constituencies as required.
  • Monitor and periodically create reports to summarize expenditures and fund balances for accounts maintained for the Office of the Provost and other accounts as directed by the Provost.
  • Interfolio Administrator: maintain templates (to include OM changes/guidelines), assign faculty access, building and processing case files, triage, Q&A, running reports, preparing instruction guides. Liaison with Interfolio to address any setup issues.
  • Facilitate meetings with Dean’s Assistants to maintain communications and process flow of information throughout their staff. Train new staff in process flow.
  • Maintain the University contract template database.
  • Review Tenure and Promotion files to make sure they meet OM guidelines.
  • Accurately maintain the Provost’s electronic calendar including scheduling meetings, travel, and organizing teleconferences.
  • Organize and maintain sensitive and confidential records and files, including current year’s activities and archives.
  • Plan conferences, meetings, and other internal and external events in collaboration with the
  • Provost; coordinate and participate in events involving the Provost, which will involve notetaking, recording and transcribing minutes, as needed.
  • Reconcile office P-Cards and use PeopleSoft to requisition and purchase supplies.
  • Hiring Manager and/or member of search committees as assigned.
  • Institutional Administrator for ACCUPLACER ATB Test.
  • Liaison to the Associated Colleges
  • Assist in development of content for reports, brochures, and advertising materials related to the Office of the Provost as needed.
  • Perform keyboarding, scanning and OCR/text conversion, spreadsheet generation, and charting on request to support administrative, instructional, research, and service activities of the Provost.
  • Use and continuously upgrade computer and information technology skills to include PeopleSoft, PeopleAdmin, Interfolio, Microsoft Office suite, Adobe Acrobat, and other applications as needed to support the Office of the Provost.
  • Assist the Provost in space utilization management within the University, including development and maintenance of assigned space inventory.
  • Perform other related duties incidental to the work described herein.

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified

Essential Skills:

  • Extensive knowledge of university policies and procedures, organization practices, and protocol.
  • Excellent organization, verbal and written communication skills, and ability to handle difficult conversations/situations.
  • Attention to detail, the ability to exercise personal judgment, and a willingness to exercise initiative are required.
  • Exceptional customer service and inter-personal skills.
  • Effective time management skills/ability to meet deadlines/ability to work under pressure and to prioritize multiple tasks.
  • Computer Literacy: Kronos, MS Office Suite, HTML/CMS, Adobe Professional, Moodle. Use of database systems: PeopleSoft financials; PeopleSoft student records management; Job Requisitions
  • Proven ability to manage confidential information.
  • Resourcefulness (ability to problem solve and work independently).
  • Ability and initiative to work with independently or in a team environment.

Minimal Qualifications: A minimum of ten year’s office experience in a university setting, five years of which must have occurred in an academic department-level or higher-level academic unit, comparable research unit, or in a setting that involved day-to-day collaboration with such units; an associate degree may substitute for up to two years of experience. The candidate must have knowledge of university policies and procedures, organization practices, and protocol; proficiency with computers and knowledge of Microsoft Office software and the internet are required. Excellent organization, verbal and written communication skills, attention to detail, the ability to exercise personal judgment, ability to analyze complex business process, effective decision-making skills, and a willingness to exercise initiative are required. Familiarity with PeopleSoft financials and student records management system is essential.

Preferred Qualifications: Bachelors Degree. Experience as an Office Manager and/or Supervisory experience.

Physical Demands:
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).


Working at Clarkson University

As a private, national research university, Clarkson is a leader in technological education and sustainable economic development through teaching, scholarship, research and innovation.   We ignite personal connections across academic fields and industries to create the entrepreneurial mindset, knowledge and intellectual curiosity needed to innovate world-relevant solutions and cultivate the leaders of tomorrow. With its main campus located in Potsdam, N.Y., and additional graduate program and research facilities in the New York Capital Region, Beacon, N.Y., and New York City, Clarkson educates 4,300 students across 95+ rigorous programs of study in engineering, business, the arts, education, sciences and health professions. Clarkson alumni earn salaries that are among the top 2.5% in the nation and realize accelerated career growth.  One in five already leads as a CEO, senior executive or owner of a company. 

Clarkson welcomes scholars and students from all over the world.

Our community and campus settings enhance the quality of student life and afford students access to and interaction with their faculty. We value the diversity of our University community; and we strive to attune ourselves and our programs to our global, pluralistic society. We share the belief that humane and environmentally sound economic and social development derive from the expansion, diffusion and application of knowledge.

Through our Office of Human Resources, we focus on the recruitment, onboarding, training and professional development of our employee community across multiple campuses and learning environments. The goal is a campus community where all are welcomed and valued members who contribute to the development of global citizenship by promoting a diverse and inclusive environment.


#ClarksonIgnite is our catalyst for exploring, creating and achieving what’s next.

#ClarksonIgnite Fellows:

The Studio  -

Three Day Start Up


IgniteClarkson is a highly-collaborative community that ignites connections across fields, industries and cultures. 

Together we ignite the mindsets and skill sets that are in demand for tomorrow’s best careers . To think, act and lead globally, we span disciplines to find new solutions and deepen our respect for the diversity of our University community.

We develop innovative programs and research portfolios in partnership with business and industry to explore, create and achieve better futures. We invest in people, ideas and our campus’ living. We give our time, resources and goodwill to drive the future.

We are all Golden Knights who commit to living the Clarkson Values and sharing our success as a model of these ideals. Through the legacy of our personal accomplishments and generosity, we ensure the next generation has the same opportunities to create a better world for themselves and society.

Teaching at Clarkson –
Women’s D1 Ice Hockey National Champions!
Career Fair
Clarkson Bass Fishing
Move In Day
Career Fair

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