Executive Assistant to the Provost and Executive Vice President

Location
New York, United States
Salary
Salary Not specified
Posted
Oct 01, 2020
Employment Level
Administrative
Employment Type
Full Time




Executive Assistant to the Provost and Executive Vice President

Office of the Provost

JOB SUMMARY:

The Executive Assistant provides strong administrative and organizational support to the Provost and Executive Vice President, through excellent written and verbal communication skills, and the ability to maintain a realistic balance among multiple priorities within the Office of the Provost. The Executive Assistant must work well under pressure to handle a wide variety of activities and confidential matters with discretion and poise, and provide logistical support to the Provost and discretely and professional handle confidential matters.

POSITION REPORTS TO: Provost and Executive Vice President

RESPONSIBILITIES & DUTIES:
  1. Manage the Provost and Executive Vice President's calendar, schedule complex meetings, travel itineraries and events.
  2. Compose and type standard correspondence, and may draft complex communications.
  3. Handle multiple aspects of new faculty appointments, including drafting and distribution of appointment letters, file setup and maintenance of records.
  4. Compile and prepare material for quarterly meetings and various teleconferences of the Academic Affairs/Student Life Committee of the Board of Trustees.
  5. Maintain all Academic Affairs/Student Life Committee of the Board of Trustees material on the electronic portal for the Committee and the full Board.
  6. Take and transcribe meeting minutes of Academic Affairs/Student Life Committee of the Board of Trustees, and other meetings as necessary.
  7. Perform as administrative liaison for the Committee for Academic Honesty, provide notifications to students, and maintain files and spreadsheet for all academic honesty violations.
  8. Organize and maintain filing system for the Office of the Provost, including confidential files for each full-time faculty member.
  9. Organize and prepare correspondence relating to faculty status changes, research release, sabbaticals, tenure, promotion and reappointment.
  10. Compile data on doctoral candidates for production of the hooding ceremony program, as liaison between the schools and University Communications and Marketing.
  11. Assist as necessary with matriculation, doctoral hooding and commencement ceremonies.
  12. Communicate and/or coordinate the Provost and Executive Vice President's instructions with various individuals and/or departments.
  13. Prepare travel expense reports for the Provost and Executive Vice President, and check requisitions, budget transfers and personnel transaction forms as needed.
  14. In addition to supporting the Provost, this position also supports the Office of the Provost, including the Deputy to the Provost, the Sr. Assoc. Provost, Associate and Assistant Provosts.
  15. Assist with complex issues, often of a confidential nature.
  16. Prepare materials needed for conferences, correspondence, meetings, telephone calls, etc.
  17. Screen telephone calls and visitors, and direct calls to appropriate departments as necessary.
  18. Works collaboratively with Provost's Office administrative staff.
  19. Order and maintain inventory of office supplies.
  20. Perform other job-related duties as assigned.

REQUIREMENTS: (Knowledge, skills and abilities)
  1. Discretion, diplomacy, and confidentiality on a wide range of issues
  2. Strong organization skills and meticulous attention to detail.
  3. Exceptional verbal and writing skills, particularly grammar and spelling
  4. Strong ability to prioritize workload according to volume, urgency, etc.
  5. Ability to adapt quickly to rapidly changing priorities.
  6. Ability to work collaboratively across departments and develop relationships institution-wide. Strong interpersonal skills.
  7. Strong ability to handle multiple tasks effectively and accurately, in a fast-paced environment.
  8. Knowledge of University policies and procedures.
  9. Flexibility to work remotely and in the office, as required.
  10. Strong skills for using Windows, Microsoft Word, Excel, Administrative Systems, Zoom, Diligent Board Books, Google Meet, Google Mail, and Google Calendar.

PHYSICAL REQUIREMENTS (If any):

1. N/A

EDUCATIONAL/EXPERIENCE REQUIREMENTS:
  1. Bachelor's Degree preferred plus minimum 5 years executive secretarial experience.

POSITION(S) SUPERVISED:

None

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving almost 8,000 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers more than 60 undergraduate programs, more than 65 master's degree and doctoral programs, and more than 35 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 116,000 graduates across the country, a growing enrollment of students from 43 states and 64 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
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