Provost Office Support Specialist (EA3)

EA3•San Diego, CA

2d•$31 - $37

About The Position

The Provost Office Support Specialist serves as the support liaison for the Provost’s office as well as departments reporting to the Provost’s office. These include Institutional Research and Effectiveness, State Authorization Office, among others. Proactively ensures proper tracking of all matters, streamlining processes as needed and independently resolves concerns that arise. Provides high level administrative support to University Senate. Represents the Provost’s Office professionally at meetings and events. Maintains strict confidentiality and uses tact/diplomacy on a regular basis.

Requirements

Bachelor’s degree required. High school diploma and two additional years of experience may be substituted for degree requirement.
Five or more years of executive-level office experience required.
Thorough knowledge of office administration required.
Must be computer literate and proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
Good working knowledge of office machines: computer, printer, fax, scanner, copier.
Sensitivity to personalities/needs/ attitudes of faculty, administrators, students, and off campus persons.
Ability to learn and utilize various software platforms.
Excellent organizational skills.
Detail oriented.
Excellent oral and written skills to communicate in an effective and appropriate manner.
Considerable knowledge of office procedures and methods.
Demonstrated problem solving and analytical skills.
Ability to manage multiply projects with changing priorities and with direction from various administrators.
Ability to work under pressure.
Ability to work cooperatively with co-workers, supervisors, faculty, students, and other constituencies.
Ability to maintain confidentiality; handle confidential information with tact and discretion.
Knowledge of Family Educational Rights & Privacy Act (FERPA)
Knowledge of University policies, procedures, functions, reporting structures for both academic and non-academic
Knowledge of how Provost’s Office relates to each academic and non-academic University office.
Resolve problems and exercise independent judgment when making decisions.
Ability to use empathetic listening skills and to calm upset individuals.
Excellent public relations skills.

Nice To Haves

Higher Education experience strongly preferred.
Advanced website maintenance, Zoom and calendaring experience highly preferred.

Responsibilities

Assists with maintaining portions of the Provost website and with additional websites when needed.
Collects, tracks and records faculty research grant reports submitted to Provost’s office by faculty.
Prepares summary report on annual basis.
Assists with faculty status matters and general office support as assigned.
Assists with New Faculty Orientation and other events as needed.
Orders office supplies for Provost’s Office ensuring necessary supplies are in stock.
Provides assistance with the Concur Travel and Expense platform, helping individuals with expense submissions.
Provides general office support such as covering phones, the front desk or helping provost team in someone's absence.
Coordinates birthday, holiday and welcome office celebrations including buying/routing the cards, coordinating the date of celebration and purchasing food/treats.
Serves as the liaison for the University Senate and works with the senate chair to schedule the regular meetings of the university senate.
Secures venues for those meetings that might be held in person and assists with catering (up to one meeting per semester).
Maintains calendaring for the regular meetings of the senate, including sending all participants meeting invitations and Zoom links.
Collaborates with the Senate Chair to assemble the meeting packets.
Attends University Senate meetings (approximately 14 meetings per academic year), taking minutes/notes, completing the meeting minutes/summaries in a short timeframe.
Handles online meeting logistics, including preparing and launching zoom polls and taking roll for quorum, admitting participants into the zoom meeting, etc.
Collects and maintains senate membership lists, standing and ad hoc committee membership, etc. for materials distribution, calendar invitations and website updates.
Keeps track of VP and Dean contact lists, including EA contact information for each.
Updates the University Senate web pages to include agendas, minutes, meeting materials, meeting dates/location, Senate membership, standing and ad hoc committee membership, etc.
Assist with managing the Non-tenure track faculty members status’ and adding jobs as needed for non-exempt faculty to log time.
Upload the Chair's Senate report to Faculty Newsnotes, via the MyPostings site.
Archives University Senate meeting materials utilizing the large file upload system.
May assist with other additional administrative tasks such as mass emails (via Salesforce), special events, surveys (via Qualtrix), faculty-wide votes, reports, etc.
Assists with maintenance of full compliance with increasingly complex and frequently changing state authorization regulations critical to safeguarding USD’s compliance with state regulations, reducing legal and operational risks, and supporting the continued growth of its distance education offerings.
Coordinator will play a key role in strengthening USD’s compliance infrastructure with a proactive approach by monitoring and interpreting evolving state regulations and conducting detailed research on authorization and professional licensure requirements.
Manages the preparation, submission, and renewal of related documentation.
Collaborate with internal stakeholders to gather institutional data and ensure a coordinated effort.
Supports the IRE office with office management, scheduling, expense report submissions, and maintaining the IRE software management platform.
Assists with administrative tasks and logistics required to support Academic Program Review processes such as scheduling meetings, booking hotel and flight arrangements for external reviewers, processing payment requests, completing forms to reimburse external review expenses, process stipend requests for faculty, etc.