Executive Assistant to the Provost & Sr. Vice President for Academic Affairs
Job SummaryThe Executive Assistant to the Provost and Sr. Vice President for Academic Affairs reports directly to the Provost and Sr. Vice President for Academic Affairs. This position performs executive level support for the organization and implementation of administrative duties of the Office of the Provost. The position provides executive administrative support to the Provost in fulfillment of Academic Affairs administrative and other responsibilities, as may be assigned by the President of the College.
Essential Duties and Responsibilities
- Maintains complete confidentiality on business matters in the Office of the Provost.
- Monitors email correspondence daily to determine priority for appropriate action by the Provost.
- Uses 1-31 day follow up system to ensure action is completed on pending items.
- Prepares responses for Provost's emails as directed; initiate responses for Provost.
- Prepares and maintains data, records and documents associated with meetings, as assigned by the Provost, as well as confidential documents.
- Drafts correspondence for approval prior to final signature (i.e. memoranda, reports and other correspondence as assigned).
- Provides high level of administrative support, utilizing tact, diplomacy, and discretion, as required on a wide variety of complex and sensitive issues.
- Reviews, collects, and maintaining accurate data for submission to the Provost from various higher education institutions and organizations.
- Works with Manager of Faculty Affairs to ensure Provost receives faculty information in timely manner (e.g., Tenure & Promotion materials, contracts, faculty issues requiring immediate resolution).
- Coordinates logistics for meetings, travel, conferences and other events hosted by the Provost. Collaborates with other constituencies (physical plant, caterers and vendors) to ensure materials are accurate, complete, and submitted on time. Help with special events sometimes in collaboration with other offices, and at times with off-campus organizations, culminating events and celebrations.
- Prepares expense reports and travel reimbursement forms for Provost's review and signature
- Manages the Provost's extremely busy calendar schedule daily, working closely with the Provost to ensure deadlines are met.
- Organizes meeting materials for Provost's use, making sure Provost is well-briefed and prepared for scheduled meetings, events and routine executive functions. Assist with preparation of presentation materials as required.
- Set-ups and manages Start-Up Funds for Arts, Humanities, and Social Science faculty.
- Acts as key liaison with the Dean of Undergraduate Studies Office to resolve student/parent issues, which requires communication and coordination with the Academic Deans.
- Provides office coverage for Office of the President as needed.
- Plans, manages, and oversees events hosted by the Provost's Office, such as, Opening Convocation, Reception for newly tenured/promoted faculty w/President's Office, Associated Colleges of the South conference (logistics and meals), program celebrations, etc.
- Organizes and oversees the Presidential Awards Committee process: announcements at Commencement and presentation at State of the College/Opening Convocation.
- Prepares Provost PowerPoint presentations for Board of Trustees meetings, Senior Team meetings, etc.
Required QualificationsBachelor's degree preferred. High School Diploma and five years of directly related work experience or equivalent combination of education and experience are required.
This position requires strong customer service focus, communication, and time management skills, while working in a fast-paced environment. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision. Must be able to manage sensitive and confidential matters.
Excellent oral communication skills are required while interacting with faculty, staff, students, and external constituents, including the ability to communicate with diplomacy and tact. Incumbent must be able to write business correspondence and various narrative reports. Also, must be able to read, analyze, and interpret items such as reports, tables, and other printed related materials. This position requires excellent customer service focus, communication, organization, and time management skills.
This work requires the ability to perform advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating mail merges, creating brochures, newsletters, fliers, forms, and spreadsheets using formulas, graphs, plus the use of Outlook, Banner Financial Module and Internet navigation.
Preferred QualificationsBachelor's degree preferred.
Physical DemandsWhile performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, reach with hands and arms, talk, and hear. The employee is frequently required to walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
Full Time/Part Time: Full-time
Posting Number: SC0450P
Open Until Filled: Yes
COVID-19 Testing and Vaccination ProtocolDue to the current pandemic, Spelman College has instituted a COVID-19 PCR Based Testing requirement. You will need to provide a negative COVID-19 PCR test result from an FDA-approved test conducted by a testing site run by a local or state health department or conducted through a licensed health care provider ("Credible Facility") within 5 days of the start date. Provided the facility is credible, you may take the test at a facility of your choice to be paid for by you. The college does not reimburse for this expense. The results will need to be submitted to Yemi Brown, Manager of COVID 19 Operation, at email@example.com,cell 832-466-4448 at the start of your first day.
Also, due to the heightened risk of contracting COVID-19 in an unvaccinated population and the spread of new variants, Spelman College is requiring COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes or are otherwise present on campus. You will need to submit proof of your full vaccination and booster to Yemi Brown at the start of your first day.
It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks to be worn properly, requiring social distancing, and continuing to encourage frequent handwashing; thereby minimizing the potential transmission of COVID-19 to members of the campus community.