Executive Assistant to the Provost/Vice President for Academic Affairs

OverviewExecutive Assistant to the Provost/Vice President for Academic Affairs at Lane College. Provides comprehensive administrative, budgetary, and strategic support to the college’s chief academic officer. Manages complex calendars, coordinates meetings, drafts communications, oversees special projects, and serves as a liaison with faculty, staff, and external stakeholders, while maintaining confidentiality and anticipating the executive's needs.ResponsibilitiesSchedule, organize, and coordinate meetings, events, and appointments for the Provost, ensuring appropriate materials and briefs are prepared in advance.Screen and prioritize incoming calls and emails, draft correspondence, and serve as a point of contact, communicating directives and policies to others.Manage office supplies, equipment, and resources, and potentially oversee procurement processes and departmental credit card usage.Assist with the planning, implementation, and management of departmental initiatives and significant events, such as academic convocations, Commencement, Founders’ Day, interviews, and faculty meetings.Arrange travel for the Provost and the Division of Academic Affairs, including budgeting, booking flights and hotels, and compiling necessary travel documents and reimbursements.Compile, organize, and distribute meeting agendas, minutes, and other necessary materials for committees and Provost leadership groups.Prepare contracts and letters of appointment for faculty; liaise with Human Resources and other offices to ensure incoming faculty have access to necessary resources.Make and receive calls on behalf of the Provost to/from students and other stakeholders, identify issues, investigate, deliver information and decisions, and de-escalate situations, as necessary.Prepare correspondence for distribution or approval and signature; assist with departmental budget processes.Prepare typed reports, memorandums, and meeting minutes with a high degree of accuracy and efficiency for university and other meetings, particularly those related to academic processes and ongoing projects.Safeguard confidentiality of college administration by exercising discretion in communicating information and handling administrative records and confidential items.Serve as a liaison between the Provost and college administrators, faculty, staff, students, and the public by communicating and interpreting policy, gathering information, and serving on committees.Coordinate the flow of incoming and outgoing communication; greet visitors, receive telephone calls and emails, ascertain the nature of business, and direct inquiries to appropriate units.Prepare reports and communicate with team members in a timely and professional manner; assist with events.Maintain the Academic Affairs master calendar and ensure internal and external reporting is completed on time.Provide information for reports and records through research, data retrieval, compiling and tabulating statistics, and presenting information clearly.Assist Lane Institute, units within Academic Affairs, Department Chairs, and Division Chairs, as requested.Assist the Provost with special projects for faculty, staff, and students.Manage the promotion and tenure process and safeguard related records.Provide the Provost with support information for all meetings before the event.Create action plans to ensure decisions receive attention and follow-through.Supervise student workers as needed.Perform other reasonable duties as assigned.Education And ExperienceBachelor’s degree preferred; professional knowledge equivalent to a bachelor’s degree required3 years minimum, 5 years of experience preferredExecutive administrative experience preferredKnowledge of higher education working units, policies, and procedures preferredKnowledge of word processing and spreadsheet softwareAbility to draft routine reports and correspondenceExcellent oral and written communication skillsWillingness to work with and calm escalated situations with stakeholdersAbility to work independently with minimum supervision and meet deadlines with short noticeStrong organizational skillsAbility to accurately record and report meeting notesMaintain confidentiality and professional conduct with students, employees, and the general publicStrong belief in working with a collaborative spirit to achieve successful outcomes for faculty, staff, students, and the regionCommitment to working inclusively and respectfully within a diverse campus communityPhysical RequirementsProlonged periods sitting at a desk and working on a computer.Ability to walk campus or climb stairs when needed.Must be able to lift up to ten pounds.Some nights and weekends may be required.This job description is not intended to be a comprehensive listing of all activities, duties, or responsibilities required of the employee in this role. Duties, responsibilities, and activities are subject to change at any time, with or without notice. #J-18808-Ljbffr