Administrative Assistant Intermediate

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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The Provost Office seeks to hire an Administrative Assistant Intermediate to support the Office of the Provost as the first point of contact for the office and support to the Associate Provosts and Executive Assistant to the Provost.

Responsibilities will include, but may not be limited to: (percentages are approximate)

Administration - 50%

• Manage the calendar of appointments for the Associate Provosts, Vice Provosts, Dean of Students, and others as needed
• Make arrangements for travel needs for the Associate Provosts and others as needed and manage expense reports In partnership with the office team, help develop and implement needed processes and procedures for effective daily and annual operations for Office of the Provost
• Serve as HR liaison for the office, supporting the recruitment and hiring process specifically (eRecruit)
• Support procurement processes within the office (ePro requisitions)
• Order supplies, answer phones, troubleshoot office machines, etc.
• Onboard new employees and manage the termination / retirement checklist

Manage the PAR process, the MOU / agreements process and the key policy /spreadsheet

Events Management - 30%

• With strategic direction from the Executive Assistant to the Provost, plan, coordinate and support the implementation of events hosted by the Office of the Provost

Manage all logistics, catering, communications and related arrangements

Specifically, serve as coordinator for:

• -Honors Convocation annual event
• -Medallion Receptions
• -Faculty Awards Ceremony
• -Campus-wide Higher Learning Commission (HLC) assurance monitoring visit (under direction of Associate Provost), including coordination of meetings, communications, preparation of materials and management of logistics
• Others as required

Communication - 10%

• Review incoming mail for urgency and facilitate action on part of the Associate Provosts and Chief of Staff
• Screen incoming external and internal phone calls for Office of the Provost; manage appropriately
• Act as a point of contact for external vendors and manage meeting schedules, etc.
• Edit website for the Office of the Provost as needed
• Represent the Office of the Provost and support critical communication with the campus community with the interpretation of university policies, procedures, and guidelines as it relates to academic affairs

Meeting Management & Administrative Support - 10%

• Track and prepare agendas for various meetings and arrange for guests as needed
• Take minutes and update website pages as needed in relation to meetings
• Organize and distribute materials in preparation for meetings and in response to meetings as needed
• Meet with the co-chairs weekly.
• Other duties as assigned

• Three to five years of administrative management experience
• Excellent written and verbal communication skills
• High level of professionalism
• Excellent organizational skills
• Proficiency in Word, Excel, and Power Point
• Ability to communicate effectively and work with different kinds of constituencies
• Ability to work both independently and as a part of a team
• Experience with prioritizing and handling multiple assignments and deadlines simultaneously when needed; ability to adjust to changing priorities and receive direction…