Administrative Assistant to the Provost

Amherst•Amherst, MA

1d•$22 - $27•Onsite

About The Position

Amherst College invites applications for the Administrative Assistant to the Provost position. This is a full-time, year-round position. As a key member of the Office of the Provost and Dean of the Faculty, the administrative assistant to the provost (AATP) reports to the Office Manager and Events Specialist. The central role of the AATP is to provide direct administrative support to the provost and dean of the faculty, performing the key functions described below. The AATP also provides administrative support and technical expertise in the regular areas of work across the office, and for special projects, and supports the efficient functioning of the office. In carrying out the responsibilities of the position, the AATP works closely with the other members of the provost's office; other Amherst faculty and staff; students; academic departments; and the numerous college offices that report to the provost. The AATP assists the Office Manager and Events Specialist with programs and events organized by the provost’s office, as needed and as assigned by the supervisor. The position requires sensitivity to issues of confidentiality, attention to detail, as well as the ability to multitask, exercise diplomacy, and function efficiently in a fast-paced environment.

Requirements

Associate's Degree.
1 to 3 years of related experience.
Equivalent work experience in lieu of minimum education and related experience; high school diploma and five years of experience.
Excellent verbal and written communication (ability to communicate effectively in a professional, diplomatic, empathetic, and tactful manner), proofreading, technical, social, organizational, and time management skills, including the ability to balance multiple projects, prioritize work duties, and meet deadlines.
Mastery of Google Suite and Microsoft Office, and proven ability to learn new software programs.
Ability to take initiative and to work independently with utmost accuracy and strong attention to detail.
Ability to collaborate well and function as a member of a team.
One to three years of professional experience in operations and administrative support roles, preferably within a higher-education setting.
Successful completion of required reference and background checks.
An acceptable criminal offender records information (CORI) check.

Nice To Haves

Bachelor's Degree.
Experience in higher education.
Experience working with Workday would be welcome.
Three to five years of administrative experience.
Experience with content management systems and posting information on the web.

Responsibilities

Maintains the provost’s calendar and assists with the organization of the provost's schedule, scheduling a wide range of meetings with the provost and members of the Amherst community (e.g., with faculty search committees, individual faculty and administrators, students, and groups of individuals) and others, primarily in person but sometimes on Zoom.
Provides other administrative support to the provost, including preparing correspondence and other documents, spreadsheets, reports, and meeting materials (e.g., for meetings of chairs of academic departments and programs, heads of administrative units that report to the provost, and the provost’s entire division); preparing copies and scans of documents and disseminating them, as needed; completing research assignments; providing support for high-level searches for positions in the provost’s division; making travel arrangements for the provost and processing related reimbursements; assisting the provost in her role in commencement, including working with the registrar’s office, and other administrative, tasks as assigned.
Answers the main phone line for the provost’s office and monitors the office's email account, forwarding messages, as appropriate; sorts and distributes regular mail; greets guests, creating a welcoming environment for members of the Amherst community and others who meet with the provost; acts as the office's purchasing agent and as contact with vendors, orders supplies and processes invoices; assists with providing general campus information in response to inquiries; and, along with others in the office, updates office web content, as needed.
Coordinates with suprvisor to track events on campus and report to the provost weekly, and performs other duties, as assigned, including assisting with programs and events organized by the provost’s office; this work may include, among other duties, scheduling attendees, making room reservations, ordering refreshments, setting up meeting spaces, creating web forms, receiving and recording RSVPs, and assisting with the preparation of event materials, including but not limited to name tags, place cards, etc.