Administrative Assistant to the Provost

JOB TITLE: Administrative Assistant to the Provost

REPORTS TO: Provost and Vice President for Academic Affairs

JOB STATUS: Exempt

POSITION SUMMARY: The Administrative Assistant to the Provost performs a wide variety of administrative, fiscal, program, and personnel support activities for the Provost and the larger Academic Affairs and Student Affairs unit as needed, under limited supervision. He or she also develops and manages formal records and archives for the Office of the Provost.

Job Responsibilities

• Administer the day-to-day activities of the Office of the Provost, including developing procedures and systems to ensure productive and efficient office operations
• Provide assistance and support in areas such as project planning and management
• Prepare research and data analysis reports (in both written and visual formats) to aid informed decision-making
• Coordinate requisitions, expense reporting, and other accounting functions for the Office of the Provost in accordance with University policies and procedures
• Support leaders in the Office of the Provost with scheduling and meeting preparations
• Create and maintain personnel files for candidate and contracted full-time faculty members (including contracts, appointment letters, transcripts, and evaluations)
• Generate new and renewal faculty contracts and academic leadership appointment letters
• Develop and maintain record-keeping and collaborative file-sharing systems for the Office of the Provost
• Make submissions for weekly communications to faculty, staff, and students (e.g., Campus Connections and HCU Student Life Newsletter) and facilitate other e-mail, web, social media, and print communications from the Office of the Provost
• Implement changes to the HCU website for pages under the purview of the Office of the Provost and coordinate a regular review of all Academic Affairs and Student Affairs webpages and directory information to ensure timeliness and accuracy
• Assist in the coordination of University Symposium, commencement ceremonies, and other formal academic occasions in accordance with University traditions and protocols
• Serve as a liaison with deans’ and directors’ offices and other administrative units of the University to support the leadership of the Provost and the work of Academic Affairs and Student Affairs
• Support in the supervision and onboarding of Student Assistants to the Provost
• Perform other duties as assigned
  
  

Qualifications

• Must be able to completely affirm, uphold, and live within the Preamble of Houston Christian University and the Ten Pillars Core Convictions and work to further the University’s mission
• Exhibit an active Christian faith with local church membership and involvement
• Bachelor’s degree
• Ability to work with independence and initiative while also being responsive to direction and collaboration
• Adept at multitasking and managing concurrent projects while accurately attending to detail and meeting often tight deadlines
• Excellent and precise oral, written, and interpersonal communication skills
• Skills in qualitative and quantitative research and analysis
• Capabilities in project management and innovating and improving business processes
• Ability to professionally engage University constituents and sensitively resolve their complaints and concerns as appropriate
• Intermediate-level skills (or greater) in Microsoft Word, Excel, PowerPoint, Outlook, Teams, OneDrive/SharePoint, and other common office applications
• Demonstrated ability to maintain confidentiality
• Ability to work directly and professionally with Deans, Executive Council, alumni, donors, board members, and other stakeholders
• Physical ability to walk about campus and to bend or stoop and to lift and carry at least 20 pounds of materials or equipment
• Be available for some night and weekend programming
  
  

ADDITIONAL INFORMATION: Houston Christian University is committed to maintaining a teaching faculty and staff who share an active Christian faith. The Preamble to the By-Laws and the Foundational Documents of the University set forth a statement of belief which each University employee is expected to support and personify. Your submittal of an application for employment indicates your acceptance and affirmation of these statements.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all duties, responsibilities, and requirements of personnel.

• Disclaimer**
  
  

Background checks are performed on every new hire. If your application is selected to continue with the interviewing process, you will be required to submit a Background Check form. If you decline, your application may be denied. By proceeding with the online application, you understand and accept this process.