Executive Administrative Assistant to the Provost

Executive Administrative Assistant to the Provost

Status

Full Time

Location

Albany, NY

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The Executive Assistant to the Provost & Chief Academic Officer (EA) is responsible for a broad and complex set of assignments related to the administrative duties and responsibilities at a very senior level in support of the Provost & Chief Academic Officer including: providing advanced, diversified administrative support of a substantial and confidential nature (e.g. calendar management, travel planning); anticipate the Provost’s needs and proactively solve problems (e.g. related to the various constituencies that interact with the Provost) and/or independently handle issues. Work is often performed autonomously, without specific instructions or prescribed procedures, and at times with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the Provost.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Coordinate the Provost's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently (with appropriate checking-in as needed) commit the Provost's time to those requesting access to the Provost based on an in-depth understanding of their priorities and needs within the university framework.
  • Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including Provost and senior level staff, donors, and government officials.
  • Serve as the Provost's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Provost informed of all matters requiring attention.
  • Process travel reimbursements, invoices, and other expenses.
  • Provide support as needed to other senior university leaders for both general support needs and specific/identified special projects.
  • Coordinate, prepare and disseminate reports for the Academic Affairs and Student Experience Committee of the Board of Trustees.
  • Coordinate the workflow of documents for development, evaluation, and maintenance of academic programs to the NYSED for approval and/or elimination.
  • Compose correspondence; develop, review and edit presentations and documentation (with appropriate input); independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
  • Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Provost; follow up with appropriate parties to ensure deadlines are met.
  • Work collaboratively with other Executive Assistants and President’s Office staff to ensure seamless overall support to senior leadership and overall University faculty and staff.
  • Monitor deliverables and timelines for Statement of Work contracts.
  • Organize and maintain the workings of the Provost's office. Take responsibility for ensuring all pertinent documents and supporting materials are retained in SharePoint.
  • Assist with Commencement and Convocation activities.

    QUALIFICATIONS:

  • Associates degree required; Bachelor's degree preferred; and minimum of 5 years of relevant experience; or equivalent level of education and experience.
  • Demonstrated extensive high-level administrative experience supporting senior level individuals in trustworthy manner with appropriate judgment, interpersonal awareness and ability to handle sensitive and confidential matters.
  • Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent planning and organizational skills.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality – includes ability to determine appropriate co-workers to share information with and when.
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
  • Contextual understanding of Provost's role within the university framework.
  • Demonstrated ability to work as part of a team.
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • May need to work some evenings and weekends, as well as a hybrid schedule that includes both on-site and remote work and the ability to quickly switch from one to the other as needed.
  • Application Information

    If you have problems with online submission, please call 518-608-8270.

    Excelsior University offers competitive compensation and a generous benefits package that includes paid time off, retirement, and excellent health insurance. Interested candidates should submit a letter of application, resume, and the names of three professional references. Please submit requested information by clicking the Apply Now button on this page.

    AA/EOE/ADA

    Excelsior University is an equal opportunity employer committed to ensuring all qualified applicants receive consideration for employment without regard to any legally protected characteristic.

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