Executive Assistant to the Provost

Job Details•Pomona, CA

About The Position

The office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1,400 full-time and part-time faculty and a staff of 450, who collectively serve a student population of over 26,000. The student population is served through several areas in central Academic Affairs and ten colleges. Areas in central Academic Affairs include: (1) Office of Student Success (University Advising, Academic Engagement & Success, Learning Resource Center); (2) Academic Programs (Undergraduate Studies, Graduate Studies, Assessment & Program Review); (3) Faculty Affairs (Academic Personnel, Center for the Advancement of Faculty Excellence; and Reserve Officers' Training Corps); (4) Enrollment Management and Services (Student Systems & Operations, Admissions, Financial Aid and Scholarships, Registrar's Office, TRIO Pre-College Programs); (5) Research and Innovation (Research and Sponsored Programs, Research Compliance, Centers and Institutes, Animal Care Facility); (6) Academic Resources (Financial Resources, Space Planning); (7) Academic Planning (Scheduling, Academic Senate); (8) Academic Innovation (Kellogg Honors College, Student Innovation Idea Labs, Career Center Office of Undergraduate Research, Center for Community Engagement); as well as responsibilities for Technology, and Web Development. The ten colleges are (1) Don B. Huntley College of Agriculture; (2) College of Business Administration; (3) College of Education and Integrative Studies; (4) College of Engineering; (5) College of Environmental Design; (6) Collins College of Hospitality Management; (7) College of Letters, Arts, and Social Sciences; (8) College of Science; (9) University Library; and (10) College of Professional & Global Education.

Requirements

Bachelor's Degree - AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
Four (4) years of related experience.
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

Nice To Haves

Anticipating issues and proactively resolving scheduling and operational conflicts.
Three or more years in higher education support a senior leadership role.

Responsibilities

Executive Calendar and Schedule Management Manage and maintain the Provost’s complex and frequently changing calendar, including internal and external meetings, campus events, CSU system engagements, and community commitments.
Exercise independent judgment in prioritizing requests for the Provost’s time; evaluate competing demands and make recommendations consistent with divisional and university priorities.
Coordinate meeting logistics, including scheduling participants, securing meeting space, arranging virtual platforms, and preparing detailed calendar entries with background materials and objectives.
Prepare and distribute daily and weekly briefing summaries to ensure the Provost is fully apprised of upcoming meetings, materials, and follow-up items.
Anticipate scheduling conflicts and proactively resolve issues.
Track commitments and ensure timely follow-up on action items.
Keep the Provost advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Prepare, edit, and proofread correspondence, briefing documents, presentations, and reports on behalf of the Provost.
Review incoming correspondence and requests; determine appropriate routing, response, or escalation.
Coordinate and prepare materials for recurring meetings (e.g., Provost’s Council, one-on-ones, cabinet-level meetings, system meetings).
1:1 meetings with the President, VPs, AVPs and Deans Track follow-up and action items for Provost Maintain confidential files and records, including personnel-related documentation and executive communications.
Provide support to the Provost related to the annual evaluation process for direct reports.
Provide support to the Provost related to the RTP process for faculty.
Monitor deadlines for reports, evaluations, and required submissions to ensure compliance and timely completion.
Provide support for absence management documentation and required executive reporting.
Screen calls with professionalism and diplomacy.
Manage Provost’s travel plans and accommodations, utilizing independent judgment for details, including decisions on registration, hotel, and flight arrangements, as well as assist with changes during travel.
Reconcile and submit monthly purchasing and travel credit card statements for the Provost.
Assist with coordination and planning of Provost’s retreats and Academic Affairs Forum.
Serve as a point of contact between the Provost’s Office and deans, associate vice presidents, faculty leaders, the President’s Office, other vice-presidential offices, and the Chancellor’s Office.
Facilitate communication flow between the Provost and internal and external constituents.
Coordinate information gathering and briefings from colleges and central units to support Provost decision-making.
Represent the Provost’s Office in meetings of executive assistants and administrative leads to ensure alignment and information sharing.
Handle confidential information related to personnel matters, collective bargaining, grievances, and organizational changes.
Maintain strict confidentiality in accordance with HEERA guidelines and University policies.
Exercise discretion in communications that may impact labor relations or executive decision-making.
Coordinate logistics for high-level meetings, retreats, and special events hosted by the Provost’s Office.
Prepare agendas, compile and distribute materials, record action items, and monitor follow-up.
Support campus visits for external stakeholders and executive candidates as needed.
Ensure meetings are efficiently organized and aligned with stated objectives.
Maintain organized electronic and physical filing systems for the Provost’s Office.
Provide backup support to other senior administrative staff in Academic Affairs as needed.
Participate in process improvement efforts to enhance efficiency and service delivery.