Executive Assistant to the Provost
The executive assistant to the provost manages the day to day operations of the Provost's Office, provides executive support, and manages a variety of projects on behalf of the provost. The executive assistant supports the provost in all matters, managing her schedule, setting the tone and direction of office projects, overseeing special programs and events, and acting as liaison between the Provost's Office and other college departments and staff. The executive assistant to the provost regularly collaborates with the staff of the Office of the President on the shared work of those offices.
Reports to: Provost, with limited supervision
Essential Job Function(s)
Manages all administrative planning and follow-through of provost-sponsored activities including events, retreats, workshops, special projects, research and analysis of data, etc.
Serves on Commencement Planning Committee and coordinates faculty participation in commencement ceremony. Organizes faculty commencement luncheon.
Follows up on deliverables identified in standing meetings on behalf of the provost.
Manages the scheduling and use of the faculty apartment.
Additional projects are supported and managed as they emerge.
20% of time Responsibilities
Relieves the provost of administrative detail.
Manages the provost's calendar and meeting schedule. Coordinates appointments, meetings and travel for the provost. Is apprised of upcoming meetings, events, and deadlines.
Prepares provost's daily schedule and supporting documents and agendas.
Coordinates, schedules and supports provost's standing and ad hoc meetings. Drafts agendas, prepares presentations, coordinates guests, takes minutes, and arranges catering as needed.
Coordinates logistics for annual faculty weeks.
50% of time Responsibilities
Manages the provost's budget and provides some oversight of the associate provost's budget. Accurately submits expenses and requests POs in Workday; manages budget transfers as directed by the Provost. Manages all related business processes in Workday.
Manages basic office functions such as supply ordering and mail processing.
Coordinates, with divisional staff, all aspects of ranked faculty search visits.
Responsible for tracking details of faculty enrichment grants; processes reimbursements and budgets accordingly.
Coordinates the Faculty Enrichment Grants
10% of time Responsibilities
Coordinates communication for the provost. Screens her calls and email; tactfully assists in resolving issues and providing referrals to other offices when possible.
Composes well-written correspondence independently on a wide variety of matters with accurate content for the provost as requested. Tracks provostial correspondence and ensures its timeliness.
Manages faculty listservs and all faculty communications.
Serves as point person for Executive Committees of the faculty senate. Assists faculty senate president. Ensures meeting minutes are complete and archived.
15% of time Responsibilities
Meets regularly with the director of the president's office to coordinate the provost's and president's overlapping responsibilities and engagements such as academic committee meetings of the Board of Trustees, faculty week, and orientation, among others.
Primary support for professor emeritus and honorary doctorate nominations, retiring faculty celebrations, and specific academic awards.
Works collaboratively as a member of the academic affairs team and represents academic affairs concerns in college-wide meetings as required.
5% of time Responsibilities
Non-Essential Job Function(s)
Other duties as assigned
Requires 3-5 years previous experience supporting a senior executive, preferably in an academic setting
BA/BFA degree is required
Excellent written and interpersonal skills
Excellent organizational, time management, competent with multi-tasking, prioritizing, and sustaining focus amidst frequent interruptions.
Work effectively independently and also to follow direction
Ability to exercise sound judgment and resolve diverse problems
High level of attention to detail
Ability to handle sensitive, confidential matters with discretion is a must
Familiarity with and ability to apply technological innovations to Provost Office operations
Computer savvy with competence in MS Office Suite, Google Apps, and data entry required; experience using Workday or similar ERP software preferred.
Position requires occasional weekend and evening work in the form of event support. Majority of the work of this position occurs in a climate controlled office setting. General weekly schedule for the position will be 8:30 am - 4:30 am, again, with exceptions for events, special meetings, etc.
Applicants are required to attach a cover letter and resume, as well as state salary history and requirements. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.
For staff positions, screening begins immediately and continues until the position is filled.
As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.
We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.
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