Provost Office Coordinator
About The Position
Reporting directly to the special advisor to the provost, this role is responsible for maintaining a professional and welcoming engagement with the office of the provost by acting as the primary contact to greet and triage inquires; maintaining a warm, professional, clean lobby, being responsive and friendly as the front office representative on the phone and via electronic communication. The incumbent oversees the office processes and procedures; receives, prepares, processes, and tracks all confidential materials for Office of the Provost senior leadership review and approval; acts as a contact and coordinator for university-wide nominations for campus, CSU, national awards, and committee representation/membership for the division of Academic Affairs; manages Academic Affairs conference room and email account; serves as the Academic Affairs primary travel coordinator for the provost direct reports. Work is specialized and of a highly confidential nature, requiring access to a variety of sources and information including, but not limited to official collective bargaining negotiation or strategies, executive personnel records, financial records, and progress reports of campus programs/projects. Work assignment affects the overall management of the Office of the Provost and the Academic Affairs division. This position requires in-depth knowledge of the functions of the Office of the Provost as related to the overall campus environment.
Requirements
- Ability to work independently with minimal supervision to use and apply the highest level of good judgment and discretion in handling personnel actions and office management on a consistent and continuing basis.
- Ability to apply independent judgment, discretion, and initiative to anticipate and address problems and develop practical, thorough and creative solutions.
- Ability to provide meticulous follow-through on all assignments, paying high attention to accuracy and detail while working in a fast-paced environment with numerous interruptions, frequently changing projects, and moving deadlines.
- Exceptional organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
- Ability to research and analyze information with the ability to apply independent judgment, discretion, and initiative in determining appropriate solutions to resolve problems. Ability to understand problems from a broad, interactive perspective and respond appropriately.
- High school diploma or its equivalent.
- Type 45 wpm.
- Three years of general office support experience involving a wide variety of duties and responsibilities. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience).
Responsibilities
- Maintaining a professional and welcoming engagement with the office of the provost by acting as the primary contact to greet and triage inquires
- Maintaining a warm, professional, clean lobby
- Being responsive and friendly as the front office representative on the phone and via electronic communication
- Overseeing the office processes and procedures
- Receiving, preparing, processing, and tracking all confidential materials for Office of the Provost senior leadership review and approval
- Acting as a contact and coordinator for university-wide nominations for campus, CSU, national awards, and committee representation/membership for the division of Academic Affairs
- Managing Academic Affairs conference room and email account
- Serving as the Academic Affairs primary travel coordinator for the provost direct reports
Benefits
- Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Educational Services
Education Level
High school or GED
Number of Employees
1,001-5,000 employees
