Executive Assistant to the Provost/Vice President for Academic Affairs

Position: Executive Assistant

Department: Office of the Provost & Vice President for Academic Affairs

Reports To: Provost & Vice President

Status: Full-Time (in-person)

Hours: 40 hours per week

Classification: TBD

Job Summary: The Executive Assistant (EA) to a Provost and Vice President for Academic Affairs provides comprehensive administrative, budgetary, and strategic support to the college’s chief academic officer. This role involves managing complex calendars, coordinating meetings, drafting communications, overseeing special projects, and serving as a liaison with faculty, staff, and external stakeholders, all while maintaining confidentiality and anticipating the executive's needs, while supporting critical administrative functions with the Division of Academic Affairs.

Key Duties/Responsibilities:

• Schedule, 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. • Prepares contracts and letters of appointment for faculty; serves as liaison with Office of Human Resources and other offices to ensure incoming faculty members 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.
• Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy; assists with departmental budget processes.
• Prepares 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.
• Safeguards the confidentiality of college administration by exercising discretion in communicating information to faculty, students, staff, and the public served by the College and in handling administrative records, files, and similar confidential items.

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• • Serves as a liaison between Provost and College administrators, faculty, staff, students, and the general public by communicating and/or interpreting policy, decisions, and documents issued by the college, gathering information, and serving on committees.
• Coordinates the flow of incoming and outgoing communication; greets visitors, receives telephone calls and e-mail messages, ascertains the nature of business, and directs visitors and inquiries to appropriate units.
• Prepares reports effectively and clearly communicates with team members in a timely and professional manner, and assists with events.
• Maintains the Academic Affairs master calendar and ensures internal and external reporting is completed on time.
• Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in usable and understandable formats.
• Assists Lane Institute, functional units within Academic Affairs, Department Chairs, and Division Chairs, as requested.
• Assists the Provost with special projects as needed for faculty, staff, and students.
• Manages the promotion and tenure process and safeguards records related to the process.
• Provides the Provost with support information for all meetings before the event.
• Create action plans to ensure that decisions made during meetings receive sufficient attention and follow-through.
• Supervises student workers, as needed.
• Performs other reasonable duties as assigned.

Education and Experience:

• Bachelor’s degree preferred; professional knowledge equivalent to a bachelor’s degree required
• 3 years minimum, 5 years of experience preferred
• Executive administrative experience preferred
• Knowledge of higher education working units, policies, and procedures preferred
• Knowledge of word processing and spreadsheet software
• Ability to draft routine reports and correspondence
• Excellent oral and written communication skills
• Willingness to work with and calm escalated situations with stakeholders
• Ability to work independently with minimum supervision and meet deadlines with short notice
• Strong organizational skills
• Ability to accurately record and report meeting notes
• Maintain confidentiality and professional conduct with students, employees, and the general public
• Strong belief in working with a collaborative spirit to achieve successful outcomes for faculty, staff, students, and the region
• Commitment to working inclusively and respectfully within a diverse campus community

Physical Requirements:

• Prolonged 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.

Salary : $35,000 - $42,000