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
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.
- 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
- 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.
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).