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Executive Assistant to The Provost

3 months ago

Homewood, Alabama, United States Samford University Full time

Description:

  • This position provides direct assistance to the Provost and Vice President (VP) for Academic Affairs and performs a variety of administrative and/or executive support activities of a complex and diverse nature. These require independent analysis on the part of the Executive Assistant (EA) and are confidential and sensitive in nature. This position provides administrative and operational oversight for the Provost and VP of Academic Affairs in the management of the various academic units within the University with coordination among associate deans, department chairs, and directors.

Job Duties:

The Executive Assistant to the Provost will fulfill the responsibilities associated with the following functions:

Administrative Support - _Communication and Office Management_

  • Performs a variety of complex administrative or executive support tasks that are highly confidential and sensitive.
  • Manages the complex scheduling of the Provost's calendar, including arrangements for all travel, professional conference participation, dean's monthly meetings, etc.
  • Assists the Provost with regular reports and correspondence, including reports for the Board of Trustees, Executive Leadership Team, University Council, and Deans, as well as the processes of Promotion & Tenure, and Sabbatical.
  • Establishes and maintains various filing and records management systems with ability to retrieve information as needed.
  • Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles matters personally and forwards appropriate materials to the Provost.
  • Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the Provost accordingly; makes referrals to appropriate staff or provides requested information.
  • Collaborates with the Director of Academic Fiscal Affairs and Management to initiate requisitions for purchases made for the Provost's office and the various schools and colleges.
  • Performs tasks and responsibilities that may require obtaining, analyzing, disseminating, and communicating data and reports to various constituencies including faculty, students and administration.
  • Evaluates travel/expense reimbursement forms and supporting documents from deans and other direct reports for accuracy and compliance with university policies.
  • Acts as a liaison between the Provost's office and the various academic and nonacademic units of the university by transmitting directives, instructions, and assignments, and following up on the status of assignments.
  • Serves as point of contact for safety and emergency preparedness information.
  • Manages Board of Trustee agenda submissions including sabbatical requests; and faculty appointments.
  • Other duties as assigned to meet the goals and objectives of the entire Office of Academic Affairs and Samford University.

Administrative Support:

- _Human Resources Management_
  • Supervises student employees.

Facilitates recruitment process for Faculty by keeping appropriate records, arranging meetings/appointments as needed, and providing thorough communication with the search committees.


Administrative Support - _Project Administration_

  • Researches, compiles, assimilates, and prepares confidential documents as requested by the Provost. Will likely require the creation of reports/spreadsheets as needed in Excel, PowerPoint, or other formats.
  • In collaboration with the Office of Academic Affairs, plans, organizes, and manages annual and ongoing events such as Faculty Connect and Deans' meetings, as well as other special events as directed by the Provost.
  • Works with the Provost and Office of Academic Affairs to update important documents and other sources of information including the faculty handbook, the Office of Academic Affairs website (including faculty resources), university catalog, etc. as needed.

Qualifications:

  • Bachelor's degree.
  • Minimum three (3) years of administrative assistant experience.
  • Ability to effectively initiate and prioritize responsibilities and achieve results and outcomes consistent with the mission of the Office of Academic Affairs.
  • Ability to work without direct supervision and to exercise individual initiative. Anticipates concerns that impact the Office of Academic Affairs.
  • Effective decisionmaking, organization, and problemsolving skills with particular attention to details.
  • Ability to effectively manage multiple tasks, prioritize work assignments, and to complete them in a timely manner.
  • Ability to work with data and information of a confidential nature, maintaining respectful privacy and confidentiality.
  • Strong written and oral communication skills.
  • Positive interpersonal expertise to effectively interact with all levels of the University's employees and general public. Specifically of importance are listening skills, empathy, receptivity to feedback, and worki