Executive Assistant – Provost and Senior VP of Academic Affairs

Job Details

Department:  Professional/Administrative Staff
Job Type:  Staff
Status:  Exempt
Deadline:  Until Filled

APPLICATION PROCESS:  Interested candidates should complete an employment application at application and include a letter of interest and resume.  Applications available at jobs.asbury.edu

Job Purpose:

The Executive Assistant to the Provost & Senior Vice President for Academic Affairs is a highly visible and impactful role responsible for assisting the Provost with daily operational and administrative details and performs competent, diverse, and complex administrative and office management functions that require recurring contact with senior leadership, board members, faculty, staff, students, alumni, donors, and external constituencies; a thorough knowledge of the University mission, policies, procedures, and operations; and an understanding of the University’s role within the community. As the Provost’s principal aide, the Executive Assistant serves as a liaison between the Provost’s Office, the faculty, staff, and those who engage with the office and demonstrates decorum, diplomacy, and tact along with excellent interpersonal, written and verbal communication skills. In managing the Provost’s fluid schedule along with events, meetings, activities, budgets, projects, correspondence, records, and front-desk reception, this professional exhibits confidentiality, initiative, independent judgment, and a commitment to excellence. An important part of the position is supporting the ministry and mission of the University and advancing the academic excellence and spiritual vitality of Asbury University and students. Each employee plays an important role in the development of the Christian faith in our students.

Essential Functions:

• Facilitates efficient, effective, and strategic utilization of the Provost’s schedule through coordination of a complex and fluid calendar of events, meetings, operations, and tasks. Serves as gatekeeper and gateway. Plans weeks, months, and multiple academic years ahead when possible, tracking University and events involving the Provost.
• Schedules and organizes meetings and reservations by handling all preparation and follow-up pertaining to events and operations in Academic Affairs (e.g., catering, parking, and meeting confirmations).
• Provides appropriate materials and information to the Provost to ensure readiness for scheduled meetings, and daily operations in Academic Affairs.
• Provides support for the Provost when preparing materials for the Committee on Academic Affairs of the Board of Trustees.
• Maintains discretion and confidentiality with personnel files, correspondence, and information.
• Serves as an event coordinator and facilitates the success of special functions and events hosted by the Provost’s Office (e.g., annual faculty events, Asbury Colloquium, SEARCH, etc.).
• Arranges the Provost’s travel while coordinating with appropriate offices and/or organizations; prepares complex and detailed travel plans, itineraries, and agendas; informs Provost of important issues, activities, messages, and mail while away.
• Promotes a positive image of the University by greeting and receiving visitors to the Provost’s Office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing information regarding Asbury University policies or decisions, referring inquiries or problems to the appropriate office or person, and resolving problems.
• Evaluates and determines the most appropriate steps to assure the proper functioning and information flow of the Provost’s Office. Facilitates timely and appropriate communication between Deans, faculty, staff, students and external constituencies. Assists with answering mail received or other inquiries/situations; composes correspondence for Provost signature.
• Serves as the manager for the Provost’s Office and provides budget management for the daily operational work of the Office of the Provost & Senior Vice President for Academic Affairs and preparing faculty contracts, credit card reports, invoice payments, as well as maintaining office supplies. Monitor and track faculty development budget account lines and expenditures in collaboration with the Provost.
• May provide supervision to student workers or staff as assigned by the Provost.
• Responsible for maintaining all faculty personnel files, faculty roster accreditation materials, and faculty data in compliance with SACSCOC standards.
• Coordinates Commencement activities.
• Oversight of the Provost’s webpages.
• Accept other duties as assigned.

Additional Responsibilities:

• Preparation of annual full and part-time faculty contracts (including salary calculation, actual contract preparation, and salary report preparation for Business Office/Payroll Office/Human Resources Office).  Maintain salary database system.  Prepare salary adjustments as needed.
• Assists the Provost in preparation of bi-annual board reports to the President and takes minutes at related board sub-committee (e.g., Committee on Academic Affairs).
• Assists in faculty promotion/tenure review by maintaining the logistics of the process and compiling files for review by Faculty Tenure & Promotion Committee, the Provost and the Board of Trustees.
• Makes arrangements for meetings of the Faculty Interview Committee.
• Responsible for logistical management of several programs/events (e.g., Faculty Retreat, Deans’ Council meetings, Faculty Appreciation Dinner, Baccalaureate/Commencement, Brown Bags, Faculty Development Committee Meetings, and Faculty Assembly).
• Brings to the attention of the Provost any activity, incident, or concern which has an impact on the operation of the institution and/or requires the decision of the cabinet or the President.
• Arrange the annual meeting of the Committee on Committees.

Physical requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work:
This is a full-time on-site position, and hours of work and days are Monday through Friday, 8:00 am to 5 p.m. Position may require employee to occasionally work some evenings for university events.

Travel:

Travel is not expected for this position.

Qualifications:

• High School diploma required, Bachelor’s degree preferred;
• Minimum of 5-7 years office management experience;
• Ability to self-manage and function independently and proactively with little supervision, as well as ability to collaboratively work as part of a team;
• High level of confidentiality and integrity and able to demonstrate utmost discretion when handling sensitive matters and materials;
• Ability to exercise tact, judgment and diplomacy in a poised, professional manner while interacting with a variety of constituencies;
• Excellent interpersonal, written, and verbal communication skills;
• Strong writing and proofreading skills;
• High attention to detail and follow-through;
• Good reasoning, analytical, and decision-making abilities;
• Expertise in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams) and social media platforms;
• A committed and dynamic Christian faith is vital along with the ability to support the University’s theological position, lifestyle standards and mission.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Institutional Commitment:

Asbury University is an independent, Christian, liberal arts university in the Wesleyan-Holiness tradition. In the desire to be a more inclusive community, reflective of the Kingdom of God, we especially encourage applications from women and from candidates from various ethnic backgrounds. At Asbury University, employees must display a committed and dynamic Christian faith along with the ability to support the University’s theological position, lifestyle standards, and mission. Candidates must agree, support and adhere to University policies and procedures – including the Faculty Manual, Community Standards Guidelines, Human Sexuality Statement, and the Standard of Conduct for employees. Asbury University does not discriminate on the basis of race, national origin, gender, or handicap in its educational programs, activities, or employment practices.