Executive Assistant, Provost bei Aquinas College

The responsibilities of the Executive Assistant to the Executive Vice President and Provost are to assist, work closely with, and provide support for the Executive Vice President and Provost in a team effort. Maturity and confidentiality are required along with the ability to multitask and handle high stress situations with many interruptions. Must have the ability to make timely, independent decisions. Must manage the office for long periods of time unsupervised with high motivation. Must direct office activities and correspondence in a timely manner.

Responsibilities/Duties/Tasks/Essential Functions:

• Acts as verbal and written liaison between the EVP/Provost and faculty, staff, students, members of the Board of Trustees, and off campus contacts.

• Maintains the EVP/Provost’s calendar, schedules appointments, handles correspondence, and manages the traffic flow in the office, often resolving matters independently. Creates drafts of letters or special documents for Provost’s approval.

• Maintain all confidential faculty and departmental files in the office of the EVP/Provost.

• Manages the Rank and Tenure Process, updates annual timeline and faculty probationary documents, prepares documentation for review by the Rank and Tenure Committee, creates the PowerPoint for the March Board of Trustee meeting.

• Coordinates new faculty searches, communicates with candidates, creates campus visit itineraries, makes hotel accommodations and manages travel expense reimbursements.

• Onboards new full-time faculty and adjunct faculty members.

• Offboards full-time and adjunct faculty.

• Manages the distribution of the Dean’s List to students.

• Manages all college syllabi and sends out syllabi requests.

• Manages the Senior Award process and organizes the Senior Award Ceremony.

• Organizes New Faculty Orientation and annual Faculty Fall Institute event.

• Schedules space and meeting dates, records and prepares minutes for Academic Chairs Meetings and Academic Subcommittee of the Board of Trustees.

• Monitors academic departmental compliance with administrative duties.

• Assists with updating the academic calendar with campus constituencies.

• Posts Academic Affairs news, deadlines and updates on MyAQ.

• Assists the Executive Assistant to the President with Commencement exercises.

• Manage all correspondence and mailings (internal and external)

• Monitors the Provost’s Office budget and approves vacation, business office submissions and credit card purchases for direct reports to the EVP/Provost

• Processes all travel vouchers, check requests, and invoices for direct reports to the EVP/Provost.

• Work with the Faculty Executive Committee Chair to set annual faculty committee meeting schedules.

• Updates Faculty Handbook and Guidelines as directed.

• Assists with faculty and EVP direct reports status change forms and contracts as needed.

• Tracks faculty absences and communicates class cancellation information per procedure.

• Provides updated faculty information for Academic Catalog and Commencement program.

• Assists EVP/Provost with planning events and any special projects.

• Maintains office supplies and hospitality inventory (coffee, water, snacks) for Provost’s Office.

• Helps physical plant maintain the department directory.

• Supervise student workers and may delegate special projects.

• Other duties as assigned

Knowledge, Skills and Education Requirements

• Must have a minimum of an Associate’s degree from an accredited college or university.

• Must have a minimum of 3 years of experience providing high level administrative support, preferably in an educational environment.

• Experience working with confidential data preferred.

• Must have advanced proficiency in Microsoft Office Suite, particularly Excel, Word and PowerPoint, and Adobe.

• Knowledge of Google applications including Gmail and Google Calendar, a plus.

• Must demonstrate strong attention to detail and accuracy.

• Must be efficient and organized.

• Must be able to communicate effectively both verbally and in writing.

• Must demonstrate ability to work independently, including ability to complete projects with limited direction.

• Must demonstrate exceptional interpersonal skills, with proven ability to work collaboratively as part of a team in a student-centered environment.

• Must be able to perform the essential functions of the job with or without reasonable accommodation.

Work Environment & Physical Demands

• Must be able to function effectively in a busy environment with interruptions.

• Constant use of computer and telephone.

• Some occasional lifting (20-35 pounds)

MISSION, VISION, VALUES:

Aquinas College, an inclusive educational community rooted in the Catholic and Dominican traditions, provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good.

Aquinas College is recognized as the exceptional Catholic liberal arts college that prepares individuals for careers of leadership and service in developing a sustainable and just global community.  Aquinas College is recognized by its values: Faith, Service, Learning and Community.

Aquinas College prides itself as a leader in sustainability, and this requires the participation of every member of the college community.  In this regard, employees and their supervisors are expected to engage in the process of “appreciative inquiry” to identify ways that each position can advance sustainability in the employment experience.

In the performance of their respective tasks and duties, all employees are expected to conform to the Aquinas College Service Statement:

The College serves our community with excellence and respect through an institutional commitment to quality, accountability, cooperation, professionalism and responsiveness.

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Equal Employment Opportunity Statement:

Aquinas College is an equal opportunity employer and an inclusive educational community rooted in the Catholic Dominican tradition. Aquinas College provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good. Aquinas College values: Faith, Learning, Service and Community.

Aquinas College offers an excellent benefits package that includes affordable medical, dental, and vision plans, generous paid vacation each year, 16 paid holidays, paid sick time and short-term disability, and college-paid life and AD&D insurance. Additionally, Aquinas employees and their dependents are eligible for free tuition at Aquinas after one year of full-time employment.