Executive Assistant for the Provost

Valparaiso University; Valparaiso (IN); On-site; USD 50,000 - 52,000; Full time

Job summary

Valparaiso University is seeking a seasoned administrative professional to manage the Office of the Provost’s operations, calendar, and financial activities. This role serves as the primary liaison with internal and external stakeholders and provides direct staff support to the Provost.

The position handles budgeting, contracts review, reporting, and Board coordination, ensuring confidentiality and effective multi-unit coordination in a university setting.

Qualifications

• Bachelor's degree required.
• 5+ years of experience in an academic office setting and prior administrative/executive support experience preferred.

Responsibilities

• Manage the Provost’s calendar and travel.
• Coordinate complex scheduling with multiple parties and events.
• Provide staff support for Provost Council/Academic Leadership Council and Board committees.
• Prepare confidential and high-priority documents for the Provost.
• Review and approve university contracts, correspondence, and financial paperwork for direct reports.
• Manage/organize/archived files for the Office of the Provost.
• Administer budgets and oversee reporting units.
• Create purchase orders and transfer requests.
• Verify account allocations for charges via procurement cards and expenses.
• Report remaining balances and anticipated expenses.
• Monitor office email, phone, mail, supplies, and calendars.

Skills

Interpersonal communication

Organizational skills

Coordination experience

Budgeting

Accounting knowledge

MS Office skills

Education

Bachelor's degree

Tools

MS Word

MS Excel

Job description

Position Description:

This position manages administrative, financial, project, and executive support activities for the Office of the Provost. Serves as the principal point of contact and liaison for the Provost with internal and external constituencies. Provides direct staff support to the Provost in fiscal management, reporting relationships, Board activities, and scheduling. The annual compensation range for this position is $50,000 to $52,000.

Major Responsibilities:

• COORDINATION
  • Manages the Provost’s calendar and travel
  • Manages complex scheduling arrangements involving multiple parties and events
  • Provides support for Provost Council/Academic Leadership Council and the Board of Directors’ Academic Affairs Committee
  • Meets with deans’ administrative assistants once a month
• DOCUMENT MANAGEMENT
  • Prepares confidential and high priority documents for the Provost
  • Facilitates the review and approval of university contracts, correspondence, student forms, and financial paperwork for direct reports
  • Manages/organizes/archives electronic and paper files for the Office of the Provost
• FISCAL MANAGEMENT
  • Administers budgets for the Office of the Provost and oversight for reporting units
  • Creates purchase orders and transfer requests as needed
  • Verifies accuracy and appropriate account allocation for charges via procurement cards and expense requests for all direct reports to the Office of the Provost
  • Resolves discrepancies and questions about budgets with the Finance Office
  • Provides periodic reports and updates regarding remaining balances and anticipated expenses
• OFFICE MANAGEMENT
  • Monitors office email, phone, mail, supplies, work orders, communication, and calendars

Required Knowledge and Skills:

• Bachelor's degree required. Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Preferred Experience:

• At least 5+ years of experience in an academic office setting and prior administrative/executive support experience.

Knowledge, Skills, and Abilities Required:

• Strong interpersonal and communication skills including the ability to work effectively with a wide range of constituencies in a diverse community
• Organizing and coordinating skills
• Experience with multi-unit coordination
• Skill in budget preparation and fiscal management
• Knowledge of general accounting principles
• Intermediate word processing, spreadsheet, and data entry skills
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures
• Conflict resolution and/or mediation skills
• Ability to maintain strict confidentiality of sensitive matters and documents
• Ability to make administrative and procedural decisions and judgements on sensitive, confidential issues
• Ability to foster a cooperative work environment
• Ability to use independent judgement and to manage and impart confidential information
• Ability to serve as an institutional resource for faculty, staff, students, and visitors

All offers of employment with Valparaiso University are contingent upon the clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal/professional references. If applicable to the position, they will also include credit history. Background checks will be conducted on all final candidates for employment.