1. Provides advanced administrative and secretarial support to the provost and performs general office management functions.
2. Undertakes project management responsibilities with coordination and leadership of special projects as assigned by the Provost within the Academic and Student Affairs division.
3. Provides key support for the administration of faculty contracts and other employment activities.
4. Performs other duties as assigned by the provost and provides overall office support as needed.
   
   DUTIES AND RESPONSIBILITIES 
5. Provides advanced administrative and secretarial support to the provost and performs general office management functions.
   • Assists in the coordination and processing of complex reports and correspondence; composes and types of routine correspondence and memos; transcribes correspondence and reports dictated by the provost.
   • Schedules appointments and coordinates the calendar for the provost; arranges travel and special functions.
   • Coordinates and prepares agenda, meeting minutes, and manages supporting materials for meetings chaired by the provost, including committees and other forums as needed.
   • In the absence of the provost, works with person(s) in charge and using knowledge of the typical office workflow, refers matters to appropriate area for attention.
   • Receives a wide variety of visitors and telephone calls (faculty, staff, students, members of the community), ascertaining needs and responding to callers as appropriate (often confidential or sensitive in nature, and requiring utmost diplomacy); greets visitors and takes phone calls when Provost is busy or absent.
   • Reviews incoming mail, responds to routine items, writes draft responses, and forwards remaining materials to appropriate personnel.
   • Coordinates work hours and assignments of student employees in the provost Office.
   • Orders supplies and equipment necessary for the day-to-day operation of the office and special needs of the provost.
6. Undertakes project management responsibilities with coordination and leadership of special projects as assigned by the Provost within the Academic and Student Affairs division.
   • With mastery of Excel, PowerPoint, and other current office software programs, provides leadership for special projects (professional presentation materials, data analytics, etc.) as assigned by the provost.
   • Prepares and is responsible for agendas, reports, resolutions, and supporting documents for the Board of Trustees Academic and Student Affairs Committee; supports the Provost during Committee meetings; provides information and materials and interacts directly with the Deans, Vice Presidents, President’s Office, and members of the Board of Trustees.
   • Organizes, monitors, and coordinates the compilation of the Academic and Student Affairs Division budget as well as the provosts Office budget; provides relevant budget information about the status of accounts to the provost's direct reports as necessary; interacts with the
     Finance & Administration Office to assure accuracy and the reconciliation of variances identified through budget reports.
   • Monitors currency of Academic and Student Affairs Division policies and procedures documents and works with the General Counsel's Office to ensure that said policies and procedures remain up to date.
   • Coordinates and communicates with the Ohio Department of Higher Education (ODHE) regarding ODHE-related paperwork.
   • Assists the Provost with Promotion and Tenure applications; ensures accuracy of records and timely responses.
   • Prepares HR-related paperwork for Provosts Office (Personnel Action Forms, Chair and Program Director contracts, Chair appointment letters, and other personnel actions for the office).
   • Prepares requests for pay, requisitions, travel expense reports, and budget transfers for office.
7. Provides key support for the administration of faculty contracts and other employment activities.
   • Assists in the coordination of faculty hiring process, monitors the processing of Request to Hire, and assists with completion of Worksheet Summary and official letter of offer.
   • Assists in the coordination and processing of complex reports, correspondence and other documents such as faculty contracts, salary and promotion records, and response to grievances filed by faculty and students.
   • Coordinates annual faculty development and enrichment initiatives such as orientation, Faculty Professional Day, and Adjunct Academy.
   • Monitors the annual faculty enrichment and Distinguished Lecture Series budgets and maintains tracking system of such; distributes, reviews, and processes necessary forms; maintains faculty development records including applications of such; maintains and processes Academic Misconduct Records.
   • Establishes and maintains record system for office, including permanent files for full-service faculty members and adjunct faculty; maintains policies and procedures manual for division.
   • Responds to questions or inquiries related to University and Division policy, procedures, or precedents including referring to labor agreement provisions to assure compliance.
8. Performs other duties as assigned by the provost and provides overall office support as needed.
   • Maintains decorum and professional office space within the Provost Office suite.
   • Executes office tasks in speedy, efficient, and organized manner and ensures timely follow-through of incomplete tasks.
   • Reviews/distributes paperwork from other campus offices for Provost signature.
   • Works in close collaboration with the Executive Assistant to the Associate Provost to ensure cross-training of basic activities of both Provost and Associate Provost offices.
   • Assists/provides support to Deans secretaries with a variety of questions regarding procedures/functions of Academic and Student Affairs.
   • Provides assistance to Deans and Associate Provost as needed.

1. Ability to use correct grammar, punctuation and spelling in order to edit and proofread correspondence and other written materials for readability and sentence structure.
   

   
   

2. Strong technical skills using a variety of current word processing, database, presentation, and spreadsheet software. Able to transcribe or take notes accurately, prepare complete summary from the notes, prepare complex tables, forms and production-ready correspondence.
   

   
   

3. Demonstrated very high interpersonal skills in order to communicate with a variety of callers and visitors; often dealing with sensitive and confidential matters.
   

   
   

4. Analytical skills needed when preparing special reports and gathering data from a variety of sources, finding discrepancies and formatting information, and when handling administrative duties
   

   
   

5. Highly organized and able to establish and maintain a well-constructed and complex filing system.
   

   
   

6. Ability to concentrate for substantial periods of work time when preparing reports and correspondence and to prioritize work with knowledge of departmental commitments.
   

   
   

    MINIMUM QUALIFICATIONS (EDUCATION AND EXPERIENCE)

1. Associate degree in administrative assistance, business technology, paralegal or a related degree that focuses on technology, business procedures and other skills necessary to be successful in the position.
2. Five (5) years progressively more responsible related work experience in advanced administrative assistant and/or executive secretarial capacity

See more information here: Executive Assistant to the Provost | Job Details tab | Career Pages (schooljobs.com)