Executive Assistant to the Provost

As the Executive Assistant you will:

• Ensure timely information flow to and from the Provost and team, including expert prioritization, the handling of extremely confidential and sensitive information, and highly professional contact with on- and off-campus constituencies on behalf of the Provost. Maintain a confidential, congenial, pleasant, and professional atmosphere in the office.
• Maintain the Provost’s electronic calendar as well as an office calendar, record the yearly cycle of events and items for the associate provosts’ calendars as needed. Answer phones and e-mails and respond to requests and inquiries from on and off campus. Prepare and initiate agendas, minutes, reports and supporting materials for the Board of Trustee committee staffed by the Provost and for other meetings as needed
• Prepare all pre-tenure, tenure, and promotion review packets; maintain faculty files, and maintain general office files. Help answer candidate and reviewer inquiries regarding due dates, process, and the Interfolio faculty review online platform. Prepare faculty reappointment letters (e.g., two year reviews, pre-tenure, and tenure). Prepare all faculty contracts (full-time and part-time).
• Coordinate various group and/or committee meetings, luncheons, dinners, and arrange for various Provost Office entertainment events. Make room reservations, arrange for set-ups, order food, send the invitations, and collect RSVPs.
• Provide assistance to the faculty as needed. Examples include: housing prospects for new faculty; responding to questions about policy; providing requested information related to hiring; onboarding for new faculty. Assist Faculty Council with annual elections for both the Faculty Council and the Faculty Review Committee.
• Conduct research projects, compose and answer correspondence, prepare reports and other materials in support of the activities of the Provost’s office. Make travel arrangements – includes hotel, flight, and car reservations as necessary for the Provost. Order office supplies.
Manage the Provost’s operating budget, numerous endowed funds, and restricted accounts.

Experience and Qualifications

• High School Diploma or GED required, Bachelor’s Degree preferred
• Minimum of 1-3 years experience required, 4-7 years preferred.
Proficiency in Microsoft Office, Google Suite of Products

Required Skills and Abilities

• Superior listening, writing, organizational, and interpersonal skills
• Attention to detail, the ability to work effectively on several projects simultaneously, and the ability to work independently are essential.
Additionally, the ability to maintain utmost confidentiality is essential.

Additional Information

The ideal candidate must represent Allegheny and the Provost Office in a professional manner with strict adherence to the Statement of Community. Every individual contacting the Provost Office (e.g., off campus visitors, candidates interviewing for faculty teaching positions, and current members of the Allegheny Community) must be greeted respectfully. Additionally, individuals representing diversity face different experiences/challenges and it is important to be cognizant and supportive of those differences.