Executive Assistant to the Provost / Vice President of Academic Affairs

Primary Purpose

Essential Duties

• Manage the Vice President’s time commitments (meeting, appointments, speaking engagement, travel, etc.) in accordance with priorities set by the Vice President.
• Assist the Vice President by obtaining or providing background materials for meetings and appointments.
• Arrange, schedule and conduct special events, such as meetings, conferences and social events.
• Effectively manage the Vice President’s correspondence, ensuring prompt responses and/or follow through on requests for decision and action.
• Oversee related clerical tasks such as filing, copying, managing office budget, maintaining office supplies inventory, and managing operating office equipment.
• Screen and interpret telephone calls and other contacts; receive visitors; and make referrals to authoritative information on policies and operations.
• Develop and maintain information office resources regarding employee and budget records and ensure their confidentiality.
• Recruit, supervise, and evaluate student employees.
• Manage and track the hiring and tenure and promotion processes.
• Track the flow of documents and forms through the office for approvals.

Occasional Duties

Required Skills, Knowledge, and Abilities

• Highly advanced organizational skills including the ability to plan and execute complex meetings/conferences, plan and prioritize assignments, and meeting deadlines.
• Excellent administrative skills, including evidence of thorough knowledge of related methods, practices, procedures, ability to maintain confidentiality, understanding of complex oral and written directions, and excellent organizational skills.
• High degree of competency in the use of office technology, software such as Microsoft Office Suite, and relevant technical skills.
• Excellent oral and written communication skills including ability to compose routine correspondence in a clear, concise format, articulate clearly and effectively, and interpret and explain routine policies and procedures to others.
• Effective interpersonal skills including ability to exhibit professional demeanor and tact in interactions with a diverse population.
• Ability to remain calm under pressure and maintain a sense of humor.
• Ability to convey a positive and professional representative of the Office of the Vice President for Student Success.
• Ability to adapt to changing priorities, protocols, and systems.
• Ability to teach and supervise student employees.

Required Qualifications

• Education: High school diploma.
• Experience: At least three years of experience in a high-paced and complex administrative support position.. High Degree of competency in Microsoft Office.

Preferred Qualifications

• College degree from an accredited institution.
• PeopleSoft training and/or experience.

Does this position have Direct Reports? No Environmental Conditions