University of Hartford
Executive Assistant to the Provost
Job Description
Assumes responsibility for providing executive support to the Provost, managing daily operations of a fast-paced, high accountability office and providing collaborative assistance in institutional strategic planning, policy formulation and counsel on overarching institutional decisions on both academic programs and the student experience. Serving as a key liaison to the Chief Academic Officer, performs all duties in full support of the University's mission, understanding that the positive and effective execution of these duties are instrumental to the education of the University's students.
Essential Job Duties
Job Duties
This job description of the job is for identification and administrative purposes only. It is not intended to be a complete statement of all duties, which may be assigned by the supervisor according to varying needs.
Description of Key Responsibility: Assumes responsibility for the management of the Office of the Provost. Monitors, manages and controls the calendar and time commitments of the Provost. Screens all incoming calls, correspondence and general email to the Office of the Provost. Provides direct support to the Provost by gathering, creating and/or analyzing reports for use in presentations, materials, data files and/or related projects. Researches, interprets, organizes and evaluates diverse and complex information in an effort to draft and/or edit internal and external correspondence in matters of institutional significance, demonstrating a high level of oral, written and digital communications skills as well as technological fluency. Works closely with the Provost to plan, coordinate and oversee all details for special events for the Provost. Serves as staff support to the Provost at events before, during and after regular working hours.
Description of Key Responsibility: Develops, maintains and oversees procedures and directs operations workflow by managing diverse and complex projects, issues and initiatives. Designs, documents and implements systems and procedures to track projects, maintains files and archive records. Prepares promotion and tenure materials, ensuring proper procedures and institutional protocols are followed. Coordinates and supports collegiate staff preparing promotion and tenure files as needed. Utilizing the BANNER system and ACCESS , maintains accurate faculty databases and digital records. Monitors faculty contracts and provides guidance to Deans offices on faculty contract language and procedures.
Description of Key Responsibility: Develops, maintains and oversees procedures within the office, proactively undertaking initiatives to enhance the quality, effectiveness and utility of materials and activities while consistently ensuring effective office operations. Actively participates in the analysis, recommendation and implementation of business process improvement efforts to ensure the proper use of technology and improve operational effectiveness as necessary and/or appropriate. Independently oversees initiatives which enhance quality, effectiveness and operational efficiency. Engages in active problem solving, identifying and/or proposing resolutions to disputes or concerns based on judgment and an in-depth understanding of institutional policies, procedures, precedence, rules and/or regulations. Researches and investigates concerns, keeping the Provost informed on activities of interest.
Description of Key Responsibility: Serves as a project manager for assigned initiatives. Coordinates the activities of, develops the agenda for, participates in and provides administrative support to University and Board committees as necessary and/or appropriate. Works closely with Provost Administrative Staff and Deans Assistants to provide updates on events, processes, and initiatives across Academic Affairs. Utilizes a collaborative team approach to the management, guidance, training and evaluation of staff as appropriate.
Description of Key Responsibility: Prepares faculty profile statistics for publications and annual reporting. Responds to and coordinates data requests made to the Office of the Provost. Conducts general statistical analyses of data, generating reports involving faculty profiles and activities for the Provost and other internal constituents.
Description of Key Responsibility: Performs other related duties as assigned.
Formal Education:
Bachelors Degree Required
Work Experience:
Normal office situation. Requires travel, excluding overnight stays.
Impact of Actions:
Complexity:
Decision Making:
Internal Communication:
External Communication:
Customer Relations
Managerial Skills
Knowledge and Skills
Special Skills
The ability to work effectively with diverse groups.