Executive Assistant to the Provost

Manhattan University; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Manhattan University, located in Riverdale, NY, is seeking an Executive Assistant to the Provost. The role provides high-level administrative support, oversees core faculty affairs processes, and serves as a key liaison with Deans, Chairs, faculty, and external stakeholders.

The position administers letters, payroll, contracts, promotions, tenure, sabbaticals, and supports confidential information with discretion. In-person work is required.

Qualifications

• Bachelor’s degree or equivalent experience required.
• Minimum five years of related administrative experience, preferably in higher education.
• Experience supporting a senior executive and managing confidential information.

Responsibilities

• Serve as first point of contact for the Provost’s Office and manage correspondence.
• Schedule and manage the Provost’s calendar and daily operations.
• Draft, edit, and prepare memos, briefing materials, and presentations.
• Coordinate meetings and logistics for academic leadership and faculty meetings.
• Monitor budgets, purchasing, and expense reconciliations for the Office of the Provost.
• Maintain faculty records and coordinate salaries, promotions, and sabbaticals.

Skills

Executive support

Calendar management

Budget tracking

Communication

Staff supervision

Microsoft Office

Education

Bachelor’s degree

Tools

Banner

Microsoft Office Suite

Job description

About The University

Manhattan University is nestled in the historic neighborhood or Riverdale , close to dozens of restaurants and shops as well as Van Cortlandt Park , and is only 35 minutes from midtown Manhattan. Manhattan University is nationally ranked and offers degree programs in the arts, business, education, engineering, and science. The University has approximately 2,900 full and part-time undergraduate and graduate students enrolled in over 50 fields of study. It is committed to excellence in teaching a diverse student body and preparing students for successful careers and fulfilling lives. We are committed to creating an inclusive environment where all employees and faculty members can thrive personally and professionally.

Manhattan University is nestled in the historic neighborhood or Riverdale , close to dozens of restaurants and shops as well as Van Cortlandt Park , and is only 35 minutes from midtown Manhattan. Manhattan University is nationally ranked and offers degree programs in the arts, business, education, engineering, and science. The University has approximately 2,900 full and part-time undergraduate and graduate students enrolled in over 50 fields of study. It is committed to excellence in teaching a diverse student body and preparing students for successful careers and fulfilling lives. We are committed to creating an inclusive environment where all employees and faculty members can thrive personally and professionally.

Position Description

We are currently considering internal applicants only at this time.

Position Reports To: Provost

About The Office Of The Provost provides academic leadership for Manhattan University, overseeing faculty affairs, academic policy, and support for the University's Schools in service of Manhattan's Lasallian mission and its commitment to student success.

The Executive Assistant to the Provost provides manages the daily operations of the Office of the Provost and provides high-level administrative and executive support to the Provost. The position administers core faculty affairs functions, including appointment letters, payroll processing, contracts, promotion and tenure, and sabbaticals, and serves as a key liaison between the Office of the Provost and Deans, Department Chairs, faculty, and external stakeholders.

This is an in-person non-remote position.

Job Responsibilities

Executive & Office Support

• Serve as first point of contact for the Office of the Provost. Screen visitors, incoming calls, mail and correspondence using sound judgment and discretion, and ensure requests are routed and responded to accordingly.
• Manage the Provost's calendar, scheduling, and the daily operations of the Office of the Provost.
• Draft, edit, and prepare correspondence, memos, briefing materials, and presentations on behalf of the Provost.
• Coordinate meetings, agendas, and logistics for the Provost's Office, including faculty meetings and Academic Affairs leadership meetings.
• Maintain organized office files, records, and workflow tracking systems, including confidential and sensitive materials.
• Monitor and coordinate purchasing, budget tracking, and expense reconciliation for the Office of the Provost.

Faculty Affairs & Records

• Maintain and update full-time and part-time faculty records; calculate salary increases and prorations, issue annual salary agreements to full-time faculty and semester/intersession agreements to full-time and part-time faculty.
• Work closely with Human Resources and Payroll to coordinate faculty salaries and special payments.
• Create and maintain Banner records for all faculty, including position assignments and updates.
• Coordinate matters related to promotion and tenure, sabbaticals, and summer grants; maintain records and track eligibility and deadlines.

Events & Communications

• Coordinate Commencement and Convocation ceremonies, including preparing scripts and programs; work closely with the Office of the President, Marketing and Communications, and Dining Services.
• Plan and support additional Provost's Office events, meetings, and academic ceremonies as needed.

Liaison & Stakeholder Support

• Serve as a primary point of contact for Deans, Department Chairs, faculty, students, and external stakeholders on behalf of the Office of the Provost, responding to inquiries and directing questions appropriately.
• Exercise discretion and sound judgment in handling confidential and sensitive information.
• Supervise graduate assistant(s), as assigned.
• Perform other duties as assigned in support of the Office of the Provost's strategic priorities.

Requirements

• Bachelor's degree required; an equivalent combination of education and experience may be considered.
• Minimum of five (5) years of related administrative experience, preferably supporting a senior executive in a higher education setting.
• Extensive knowledge of faculty affairs processes, including contracts, promotion and tenure, and sabbaticals, preferred.
• Demonstrated ability to exercise independent judgment, handle confidential information, and manage competing priorities with minimal supervision.
• Excellent written and verbal communication skills.
• Proficiency with Banner or a comparable enterprise student/HR information system, and Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience supervising student workers or graduate assistants is a plus.
• Availability to support occasional evening or weekend events (e.g., Commencement, Convocation) as needed.

Manhattan University is an E-Verify employer.

Founded in 1853, Manhattan University is an independent Catholic Lasallian institution located in Riverdale, NY that embraces students of all faiths, cultures, and traditions. The mission of the University is to provide a dynamic student-centered educational experience that prepares graduates for lives of personal development, professional success, civic engagement, and service to their fellow human beings. We expect our faculty, administration, and staff to be knowledgeable about our mission and to make a positive contribution to the mission.

Manhattan University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to age, race, creed, color, sexual orientation, military status, sex, disability, marital status, partnership status, pregnancy, caregiver status, domestic violence victim status, gender identity or expression, arrest or conviction record, criminal history, credit history, national origin, alienage or citizenship status, unemployment status and salary history. Manhattan University values and celebrates diversity and is committed to providing an inclusive environment for all employees. All interested, qualified persons are encouraged to apply.

Please note that 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.