Executive Assistant, Office of the Provost

Executive Assistant, Office of the Provost

This position provides executive level support to the Office of the Provost. Responsibilities include calendar management and travel arrangements, University committee support, elections for the Community of Educators (COE), coordination of faculty spending cards and Academic Partnerships support.

Position Details

Classification Details
FLSA Status: Non-Exempt
Position Information
Position Title: Executive Assistant, Office of the Provost
Position Type: Staff
Employee Group: Staff
Time Status: Full-Time
Annual Hours: 2080
# of Months: 12
Hours Per Week: 40
Campus: Main Campus (Grantham)

Education Required

Associate’s Degree

Education Preferred

Bachelor’s degree

Experience Required

2-3 years executive level administrative support, preferably in higher education.

Experience Preferred

Experience with social/digital media and financial data management.

Skills, Characteristics Required For Position

• Professional-level communication skills, including strong writing, editing, speaking and comprehension skills
• Ability to handle highly confidential information with discretion
• Proficiency with spreadsheets and numerical/budget calculations
• Strong organizational skills, including time management skills and the ability to prioritize multiple responsibilities
• Ability to work independently and with a team on complex projects managing significant portions with little to no oversight
• Expert computer proficiency in Word, PowerPoint, Excel and Outlook as well as understand basic web design and Qualtrics

Special Working Conditions

Some flexible hours are required, estimate of 1-3 hours per week in the evenings or on the weekend (logging in remotely) due to the nature of the position and its support of high-level and time-sensitive university initiatives.

Duties

Essential Employee N/A Primary Duties

Executive Administrative Support

• Provide executive level administrative support to the Provost and Associate Provost.
• Travel arrangements
• Calendar management
• Discrete communications

Administrative Support

• Manage the complex committee schedule for the Office of the Provost.
• Provide administrative support to COE Senate, RFM, Provost Cabinet, ELT, New Programs Coordination and Planning Team, and Undergraduate Academic Council.
• Provide administrative support to the Board of Trustees Subcommittee, Committee on Education, and take minutes at the fall and spring meetings.
• Provide support for Convocation and Commencement as requested.
• Act as a backup general receptionist (as needed).
• Maintain consistent and reliable attendance.

Project Management

• Manage and complete projects in the Provost Area as assigned.
• Oversee and administer election/appointment processes in compliance with the Community of Educators (COE) Handbook.
• Generate committee membership lists.
• Coordinate faculty DB cards, approve transactions, track individual balances, reconcile with the P-Card office and communicate relevant budget information to the Office of Faculty Development.
• Update the Provost Office website and Falcon Link sites.
• Maintain and disseminate Community of Educators Handbook in coordination with the Assistant Provost.
• Produce Undergraduate Academic Calendar in conjunction with the Associate Provost.

Academic Partnerships

• Coordinate logistics and provide support for Academic Partnerships and The Bridge Center for Continuing Education programs.

Secondary Duties

• Other duties as assigned.

Application Process

To apply for the position, please click the Apply for this Job link. Required documents include a Cover Letter/Letter of Interest and Resume.

Diversity Statement

Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission. Candidates should clearly articulate why diversity and inclusive excellence matter to them.