Executive Assistant to the Provost and Senior Vice President

Oregon, United States
Salary Not specified
Jun 08, 2021
Position Type
Executive, Other Executive
Employment Level
Employment Type
Full Time

Executive Assistant to the Provost and Senior Vice President

Posting Number: R0003628
Location: Salem Campus

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Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
The Executive Assistant to the Provost provides administrative and coordination support for the operations of the Provost's office and its organizational leadership. This administrative professional position requires maintaining confidentiality and extensive flexibility to effectively balance office reception, multiple calendar scheduling, meeting/event preparation and support, document approvals, systematic record-keeping, some writing and editing, and special research projects. The person in this position must be able to work independently to meet deadlines, shifting priorities, and an often-demanding schedule.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
  • Responsible for day-to-day management of the office.
  • Handles and prioritizes incoming issues and requests addressed to the Provost.
  • Responsible for understanding and interpreting highly sensitive and confidential matters and documents. [SWS1]
  • Communicates directly and professionally, on behalf of the Provost to community members, campus departments, other institutions, and all interested parties.
  • Manages calendars for the Provost and other members of the Provost's office staff.
  • Responsible for official functions/events hosted by the Provost, as well as specific College events, either on campus or off campus.
  • Tracking and managing invoices and billing as necessary in the Academic Affairs budget.
  • Manages the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the Provost initiatives.
  • Develops trust-based relationships with internal and external stakeholders to facilitate information sharing and expedite problem solving related to the Provost's initiatives.
  • Writes, edits, or coordinates the creation of select communications on behalf of the Provost. Processes and responds to letters of select inquiries, complaints, and other types of correspondence.
  • Works closely with departments reporting directly to the Provost.
  • Follows campus policy and procedures regarding Office of Provost's files and documents. Archives appropriate files and documents on an annual basis. Secures a record of the Provost's correspondence, presentations, schedules, and calendars.
  • Assists with searches, including administrative assistance with searches for academic deans and other college positions.
  • Prepares Board of Trustees agenda items pertaining to the Provost's office.
  • Process daily mail, greet visitors, answer phones, maintain office appearance, order office supplies, schedule maintenance, filing and archiving, manage p-card statements, pay institutional membership fees.
  • Demonstrates a commitment to diversity, equity, inclusion, and student success, and high level of interpersonal and intercultural literacy.
  • Perform other duties as assigned

Minimum Qualifications
  • Bachelor's Degree, or at least 5 years of experience in an Executive Assistant role
  • Excellent organizational skills and strong attention to detail
  • Effective oral and written communication skills
  • A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities

Preferred Qualifications
  • Experience in an equivalent role or similar position
  • Proven ability to handle complex and sensitive information with discretion
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced quickly changing environment
  • Excellent competence in basic computer systems, data entry, and web maintenance.

Typical Work Schedule:

This position generally works Monday - Friday, 8am - 5pm.

Working Conditions:

Work is primarily performed indoors in a typical office environment.

Applications will be reviewed beginning June 28. Position will remain open until it is filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

‚ÄčIncomplete applications will not be considered.

Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Executive-Assistant-to-the-Provost-and-Senior-Vice-President_R0003628

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.


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