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Executive Assistant to the Provost / VPAA

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Posted : Friday, April 19, 2024 07:15 PM

Essential Duties Respond to and resolve issues/problems which, due to the executive level of the office, may be highly irregular, unique and/or specialized and require a thorough understanding of University policy and external regulations; effectively interpret, analyze, and communicate highly complex internal/external policy, procedural, and process information for operational, planning, and management purposes based on a comprehensive knowledge and understanding of University policies and procedures.
Prepares contracts and letters of appointment for faculty; serves as liaison with Office of Human Resources and other offices to ensure incoming faculty members have access to necessary resources.
Makes and receives calls on behalf of the Provost to/from students and other stakeholders, identifies issues, investigates, delivers information and decisions, and deescalates situations, as necessary.
Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy; assists with departmental budget processes.
Prepares typed reports, memorandums, and meeting minutes with high degree of accuracy and efficiency for university and other meetings, particularly those related to academic processes and ongoing projects.
Safeguards the confidentiality of university administration by exercising discretion in communicating information to faculty, students, staff, and the public served by the University and in handling administrative records, file, and similar confidential items.
Maintains records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records for faculty, determining retention and purging schedules for records, and retrieving files and documents as needed Assists in maintaining the Provost calendar and serves as communication link with departments when the Provost is not available.
Serves as a liaison between Provost and University administrators, faculty, staff, students, and the general public by communicating and/or interpreting policy, decisions, and documents issued by the university, gathering information, and serving on committees.
Coordinates the flow of incoming and outgoing communications; greets visitors, receives telephone calls and e-mail messages, ascertains nature of business, and directs visitors and inquiries to appropriate units.
Prepares reports and effectively and clearly communicates with team members in a timely and professional manner and assists with events.
Prepares and maintains reports due to President, IHL Office of Academic and Student Affairs, MUW Office of Institutional Research, campus offices, external agencies, and program/regional accrediting bodies.
Maintains Academic Affairs master calendar and ensures internal and external reporting is completed in a timely manner.
Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in usable and understandable formats.
Maintains the university reporting system that compiles reports for academic integrity, Early Alert, Academic Standards Board, and other incidents as well as provide assistance to units investigating and/or exploring solutions to incidents.
Assists Office of Graduate Studies, Directors, functional units within Academic Affairs, Department Chairs, and Deans, as requested.
Assists Provost with special projects as needed for faculty, staff, and students.
Manages the promotion and tenure process and safeguards records related to the process.
Trains across other positions in Academic Affairs in order to support additional functions when directed and as necessary.
Provides Provost with support information for all meetings prior to the event.
Create actions plans to ensure that decisions made during meetings receive sufficient attention and follow through.
Supervises student workers, as needed.
Performs other reasonable duties as assigned.
Minimum Qualifications Education and Experience: Bachelor’s degree preferred; professional knowledge equivalent to a bachelor’s degree required Requires more than 5 years experience Executive administrative experience preferred Knowledge of higher education working units, policies, and procedures preferred Knowledge of word processing and spreadsheet software Ability to write routine reports and correspondence Excellent oral and written communication skills Willingness to work with and calm escalated situations with stakeholders Ability to work independently with minimum supervision and meet deadlines with short notice Strong organizational skills Ability to accurately record and report meeting notes Maintain confidentiality and professional conduct with students, employees and the general public Strong belief in working with a collaborative spirit to achieve successful outcomes for faculty, staff, students, and the region Commitment to working inclusively and respectfully within a diverse campus community Job Description Summary This position is the Coordinator of Academic Operations and provides administrative support to Provost / Executive Vice President for Academic Affairs as well as other units within Academic Affairs while maintaining the confidentiality of records and information; communicates with faculty, staff, and students with the utmost professionalism and discretion; exercises judgment in problem resolution, prioritization of issues, and alleviating concerns; provides scheduling assistance to the Provost, keeps records for various committees, prepares reports and other correspondence with other units on campus as well as external agencies, namely Mississippi Institutions of Higher Learning (IHL), coordinates events, maintains and executes items on the main Academic Affairs calendar and facilitates workflow between units.
Hours of Availability Background Check Statement Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation.
A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position.
However, failure to disclose may disqualify a candidate.
Requisition Detail Information Requisition Number FY20515NF Open Date 11/14/2023 Will this job have a specific close date? No Close Date Special Instructions to Applicants

• Phone : NA

• Location : 1100 College Street, Columbus, MS

• Post ID: 9003987727


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