Executive Assistant to the President & Provost

Carthage College•Kenosha, WI

1d•Onsite

About The Position

Seeking applicants to provide executive level administrative support to the President and the Provost. You will work professionally and effectively with faculty, campus administrators, staff, and students. Daily the Executive Assistant exercises independent judgment in responding to multiple demands, prioritizing tasks, and responding to internal and external constituencies. Additionally, effective coordination and supervision of student employees assigned to the offices.

Requirements

Requires a minimum of a Bachelor's Degree
Requires a minimum of 3 years of similar administrative and supervisory experience.
Requires excellent oral and written communication skills to effectively communicate with employees, students, student workers, faculty members, guests and the public.
Requires the ability to use a personal computer and Web browser, including a working knowledge of Microsoft Office Suite, Adobe Acrobat, Google Systems, ZOOM.
Requires the ability to work collegially in a team-oriented environment.
Exercises individual initiative, independent action, sound judgment, and internal motivation to find answers.
Requires demonstrated ability to handle challenging situations with confidence and function effectively with frequent interruptions.
Requires demonstrated expertise in the areas of organization, problem-solving and critical thinking.
Requires knowledge of and the ability to use a variety of standard office equipment such as a telephone, computer keyboard, copier, scanner, etc.

Nice To Haves

Experience with AdAstra room scheduler as well as Workday systems knowledge is beneficial.
Experience with grant management or working within a research environment is helpful

Responsibilities

Providing administrative support functions for the Offices of the President and Provost.
Providing customer-friendly reception and service to faculty, staff, students, and external parties.
Provide support in scheduling and booking travel for the President.
Prepare trustee meetings and board book construction for the President.
Monitor WD budget and expense entries and tracking for the President.
Support competitor analysis using IPEDs, publicly available data, webpage analysis for the President.
Manage and maintain electronic filing system for grant documents for the President.
Hire and supervise student workers for the President's office.
Arrange travel, accommodations, meetings, phone interviews, communications for Guest Speakers, Department Reviewers, etc. for the Provost.
Schedule meeting spaces and order catering for faculty meetings, academic senate meetings, faculty retreats, and special events for the Provost.
Maintain faculty lists for academic catalog, commencement program, order of march, opening faculty meeting, and promotions for the Provost.
Track faculty professional travel spending for the Provost.
Coordinate Faculty Office moves with Facilities and faculty members for the Provost.
Assist Provost with academic program data collection and analysis.
Maintain office supplies, make special orders as needed for the Provost.
Process invoices, reimbursement requests, and P-card reconciliation for the Provost.
Provide assistance in letter writing for full time faculty appointments for the Provost.
Recruit, hire, and supervise student worker(s), approve time worked for the Provost.
Set and maintain faculty meeting schedule in Google Calendars for the Provost.
Coordinate Departmental Fellows program including notification and certificates for the Provost.
Monitor Provost Email Account.
Provide administrative support for Alpha Chi Honors Society.
Directly supervise student workers and carry out supervisory duties in accordance with college policies and applicable employment laws.
Hiring and training student employees.
Planning, assigning, and directing work.
Appraising performance.
Rewarding and disciplining employees.
Making salary adjustment recommendations.
Addressing complaints and resolving problems.