Executive Assistant, Office Provost

Position Summary

The Executive Assistant for the Office of the Provost at Vanguard University provides high‑level administrative and operational support to the Provost and Vice President of Academic Affairs. The role is essential to the effective functioning of the Office of the Provost, managing day‑to‑day operations, supporting shared governance and Board of Trustees processes, coordinating academic communications, and ensuring the Provost can focus on institutional leadership and the priorities of Ascend 2030.

The Executive Assistant supervises administrative staff within the office, manages financial operations including budget reconciliation, and serves as a key point of coordination across Academic Affairs. This position reports directly to the Provost and Vice President of Academic Affairs.

• Office Operations and Provost Support
  • Provide comprehensive operational support to the Provost, including calendaring and scheduling, divisional event planning, developing presentation and communication materials, processing expenditures, and demonstrating appreciation for faculty and academic staff.
  • Supervise other administrative or student staff within the Office of the Provost.
  • Manage the Provost's scheduling, ensuring effective coordination of meetings, priorities, and commitments across the institution.
  • Coordinate travel arrangements and itineraries for the Provost, and manage travel reimbursements and related documentation.
  • Support strategic institutional initiatives such as Ascend 2030, coordinating follow‑through on action items and related communications.
  • Coordinate and report data as requested, handling special projects and other duties assigned by the Provost.
• Governance, Academic Leadership, and Board of Trustees Support
  • Coordinate the Academic Leadership Council (ALC) and Academic Leadership Forum (ALF) meetings, developing agendas and minutes, coordinating logistical details, and ensuring timely distribution and accurate records.
  • Support shared governance processes, including faculty committee membership coordination, elections, and related documentation.
  • Maintain the Faculty Employee Handbook and Shared Governance Manual, ensuring both documents are current and accessible.
  • Manage all logistics and documentation for the Academic Committee of the Board of Trustees, including preparing agendas, assembling materials, and providing meticulous minute‑taking in accordance with Robert's Rules of Order.
  • Collaborate with Academic Affairs leadership to prepare reports and materials for the full Board of Trustees.
  • Coordinate meetings of academic administrative leadership, including program coordinators and directors.
• Financial Management and Budget
  • Directly manage the budget for the Office of the Provost, including operating funds for personnel and academic planning.
  • Perform monthly budget reconciliations, maintaining accurate financial records and flagging variances.
  • Assist the Provost and the deans with annual budget planning, including developing financial projections.
  • Assist with bi‑annual overload payments, workload forms, and conference course payments for resident faculty.
• Communications, Web, and Institutional Presence
  • Maintain and update the Office of the Provost website pages.
  • Manage email communications on behalf of the Office of the Provost, including drafting and distributing announcements.
  • Coordinate and distribute "Good News" communications, celebrating faculty and staff accomplishments.
  • Manage annual Assemblies of God Alliance reporting and awards processes.
  • Support WSCUC accreditation‑related tasks and documentation.
• University Calendar, Events, and Ceremonies
  • Coordinate the University Academic Calendar, including major meetings, Academic Chapel scheduling, the academic year calendar, and the five‑year academic planning calendar.
  • Serve as the Office of the Provost's representative on the Commencement Council.
  • Assist with logistics for the Awards Chapel, including Provost and President Awards coordination.
  • Plan and coordinate academic gatherings and hospitality events, including receptions and Christmas gifts for faculty and staff.

• Exhibits vibrant belief in Jesus…