Assistant to the Provost

St. Thomas Aquinas College•Sparkill, NY

55d

About The Position

St. Thomas Aquinas College invites applications for the position of Assistant to the Provost. The successful candidate will provide high-level administrative, analytical, and project support to the Provost and Vice President for Academic Affairs. This position requires exceptional organization, data management, and communication skills, with the ability to manage confidential information and foster collaboration across multiple departments. The Assistant to the Provost will play a key role in supporting institutional priorities, preparing data reports, coordinating faculty and adjunct processes, and ensuring the efficient operation of the Office of Academic Affairs.

Requirements

Bachelor's degree required.
Significant related experience as an executive or administrative assistant, preferably in higher education.
Exceptional organizational, analytical, and communication skills.
Strong attention to detail and ability to manage multiple priorities.
Demonstrated professionalism and confidentiality in all interactions.
Proficiency with Google Workspace, Microsoft Office, and familiarity with Banner (preferred).
Customer service-oriented and able to work both independently and collaboratively.
Goal-driven with the ability to connect tasks to strategic objectives.

Responsibilities

Provide direct administrative support to the Provost, including calendar management, scheduling, and correspondence.
Serve as the first point of contact for students, faculty, staff, trustees, and external constituents.
Maintain confidential student, faculty, and employee files, including digitization of records.
Prepare agendas, attend meetings, and record/distribute minutes for Board and Vice President meetings.
Maintain and update official Academic Affairs documents, including the College Catalog.
Manage office mail, supplies, and other general office functions.
Create and maintain spreadsheets and databases (Excel/Google Sheets) to support institutional reporting.
Collect, analyze, and prepare data and reports for presentation to the President's Cabinet, Board of Trustees, and internal committees.
Maintain and monitor the Academic Affairs budget.
Assist in developing and implementing technological and process improvements using Google Suite, Microsoft Office, and Banner (preferred).
Coordinate with school office assistants to maintain accurate course schedules and faculty data.
Prepare and process faculty contracts, including adjunct and overload appointments.
Track contract completion and ensure timely payment processing in accordance with payroll timelines.
Maintain adjunct faculty databases (e.g., length of service, credits taught, tenure/promotion eligibility).
Ensure completion and collection of required forms and NYS Wage Theft Letters.
Collaborate with IT and HR to manage adjunct hiring/termination documentation.
Partner with other offices and academic schools to streamline communication and operations.
Support academic initiatives and special projects as directed by the Provost.
Provide backup assistance to other campus offices as needed.