Executive Assistant to the Provost

University of Redlands•Redlands, CA

13h•Onsite

About The Position

The Executive Assistant to the Provost provides senior level administrative support to the Provost and the Provost’s Office and designated administrative staff, including the Associate Provost and Director of Strategic Partnerships and Community Engagement. Primary duties include maintaining the Provost’s calendar, correspondence, budget and records, and fielding communications and inquiries on behalf of the Provost. The Executive Assistant also organizes, prioritizes, and manages workflows; exercises independent judgment to determine priorities; and is knowledgeable about University and academic policies. Additional responsibilities include coordinating all Provost Office events, booking travel logistics, and supporting Town & Gown events and activities and other special projects. The Executive Assistant also cross-trains as needed to support faculty governance work processes. Reporting to the Provost, this position models a collegial professional demeanor, which includes fostering a friendly, service-oriented, accessible office. Preserves a high level of confidentiality. Works collaboratively with the Academic Affairs Specialist to maintain 8:00 a.m. to 5:00 p.m. access to the Provost’s Offices. This position requires flexibility to work outside normal business hours including evening, and weekend hours, as required.

Requirements

High school diploma or equivalent and two (2) years of additional coursework in related fields.
Three years of progressively responsible job-related experience in a similar or equivalent position.
Knowledge of office procedures, methods, techniques, and Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
Excellent organizational and communication skills (both verbal and written).
Ability to set priorities and maintain multiple ongoing tasks with tight deadlines.
Ability to handle highly confidential and sensitive materials and situations.
Ability to work cooperatively with co-workers, supervisors, faculty, students, and other constituencies.
Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
Possession of a valid Driver's License is required for certain positions.

Nice To Haves

Bachelor’s Degree.
Experience working in a higher education administrative support position.

Responsibilities

Manages and maintains the Provost’s calendar by scheduling, prioritizing, and coordinating appointments; organizes daily agendas and prepares meeting materials; follows up on action items to ensure timely completion.
Provides comprehensive organizational support for meetings hosted or chaired by the Provost, and as needed, the Associate Provost and Director of Strategic Partnerships.
Collaborates closely with Deans and their staff, faculty governance leaders, and facilitates coordination between Academic Affairs and the Board of Trustees.
Maintains strong working relationships with Cabinet offices, particularly the President’s Office and the Chief Financial Officer’s Office.
Provides support for major relationships and initiatives coordinated by the Provost, for example, academic planning, accreditation visits, and campus strategic planning to name a few; plans VIP visits and on-campus events; liaisons for search committees and provides support for assessment visitations, as needed.
Performs a variety of clerical duties in support of the division, including filing, contracts, spreadsheets, budget reports, purchasing, check requests, and reimbursements, processes expense reports, correspondence, forms, and other reports and documents in support of the Provost’s office; orders and maintain supplies; processes incoming and outgoing mail; types, proofs, duplicates, and distributes reports and documents as needed.
Supports the Provost and Provost’s Office in development and review of Memoranda of Understanding/Agreement, to support academic programs at the University, international partnerships, new license and license renewal procurement processes, etc.
Supports data analysis activities as needed; organizes and stores records, including electronic records of the Provost’s office.
Coordinates and arranges conferences and travel for the Provost.
Coordinates appointments with direct reports, donors, trustees, and others within the University community.
Provides frequent assistance in person, in email correspondence, and on the phone, which requires a high degree of tact and knowledge.
Leads in planning major events: for example, faculty dinners, tenure and promotion reception(s), Our House Reception, and commencement ceremonies.
Leads in coordinating annual Fall Faculty Retreat including participation in initial planning meetings, securing appropriate location, coordination with food service, preparation and distribution of agenda and accompanying materials.
From draft information, prepares official contract letters for initial appointments to full- time and term candidates for Provost’s signature.
Gather, verify, and process all forms necessary for payroll.
Supports Provost in the recruitment of vacant administrative and staff positions in Academic Affairs, under the Provost’s direct supervision.
Coordinates with HR on Job descriptions, paperwork, itinerary development, room reservations, candidate support, and expense reimbursement, as well as preparations for onboarding.
Communicates carefully with all new faculty members from the time of initial appointment to arrival on campus.
Serves as resource person to facilitate house- hunting visits and relocation and offer resources to assist them.
Coordinates relocation process for all qualifying faculty assuring adherence to University policies and procedures.
Reviews, interprets and processes each relocation estimate.
Provides Academic Affairs Office signature approval on expenses prior to Human Resources.
Provides guidance to each new faculty member regarding reimbursement policies and requirements and completes appropriate forms.
In collaboration with the Academic Affairs Specialist, arranges all logistical aspects of New Faculty Orientation meetings including notification to all involved, preparation of handouts, menu and set- up coordination with Catering and Campus Events staff, confirmation of audio-visual equipment, and attendance and oversight of meetings.
Assists with coordinating annual Phi Beta Kappa event and provides overall logistical support for arrangements for fall and spring dinners.
Secures appropriate locations, selects menu, manages reservation listing, and insures timely deposit of income.
Responsible for overseeing event budgets.
Maintains the Provost’s website.
Assists the Director of Strategic Partnerships & Community Engagement with Town & Gown events and activities, including creating email invitations and webpages, printing nametags and other pre-event support.
Performs other duties and special projects as assigned.