Administrative Assistant to the Provost

Houston Baptist University•Houston, TX

4d•Onsite

About The Position

The Administrative Assistant to the Provost performs a wide variety of administrative, fiscal, program, and personnel support activities for the Provost and the larger Academic Affairs and Student Affairs unit as needed, under limited supervision. He or she also develops and manages formal records and archives for the Office of the Provost.

Requirements

Must be able to completely affirm, uphold, and live within the Preamble of Houston Christian University and the Ten Pillars Core Convictions and work to further the University’s mission
Exhibit an active Christian faith with local church membership and involvement
Bachelor’s degree
Ability to work with independence and initiative while also being responsive to direction and collaboration
Adept at multitasking and managing concurrent projects while accurately attending to detail and meeting often tight deadlines
Excellent and precise oral, written, and interpersonal communication skills
Skills in qualitative and quantitative research and analysis
Capabilities in project management and innovating and improving business processes
Ability to professionally engage University constituents and sensitively resolve their complaints and concerns as appropriate
Intermediate-level skills (or greater) in Microsoft Word, Excel, PowerPoint, Outlook, Teams, OneDrive/SharePoint, and other common office applications
Demonstrated ability to maintain confidentiality
Ability to work directly and professionally with Deans, Executive Council, alumni, donors, board members, and other stakeholders
Physical ability to walk about campus and to bend or stoop and to lift and carry at least 20 pounds of materials or equipment
Be available for some night and weekend programming

Responsibilities

Administer the day-to-day activities of the Office of the Provost, including developing procedures and systems to ensure productive and efficient office operations
Provide assistance and support in areas such as project planning and management
Prepare research and data analysis reports (in both written and visual formats) to aid informed decision-making
Coordinate requisitions, expense reporting, and other accounting functions for the Office of the Provost in accordance with University policies and procedures
Support leaders in the Office of the Provost with scheduling and meeting preparations
Create and maintain personnel files for candidate and contracted full-time faculty members (including contracts, appointment letters, transcripts, and evaluations)
Generate new and renewal faculty contracts and academic leadership appointment letters
Develop and maintain record-keeping and collaborative file-sharing systems for the Office of the Provost
Make submissions for weekly communications to faculty, staff, and students (e.g., Campus Connections and HCU Student Life Newsletter) and facilitate other e-mail, web, social media, and print communications from the Office of the Provost
Implement changes to the HCU website for pages under the purview of the Office of the Provost and coordinate a regular review of all Academic Affairs and Student Affairs webpages and directory information to ensure timeliness and accuracy
Assist in the coordination of University Symposium, commencement ceremonies, and other formal academic occasions in accordance with University traditions and protocols
Serve as a liaison with deans’ and directors’ offices and other administrative units of the University to support the leadership of the Provost and the work of Academic Affairs and Student Affairs
Support in the supervision and onboarding of Student Assistants to the Provost
Perform other duties as assigned