Executive Assistant to the Provost

Manhattan College; New York, Northern (NY, KY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Manhattan University seeks an Executive & Office Support for the Office of the Provost. This in-person role provides high-level administrative support to the Provost, manages daily operations, calendar, correspondence, meeting logistics, and budget tracking.

The ideal candidate has a bachelor's degree and at least five years supporting a senior executive in higher education, with strong communication and confidential handling.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of five years of related administrative experience, preferably supporting a senior executive in higher education.
• Excellent written and verbal communication skills.

Responsibilities

• Serve as first point of contact for the Provost's Office and manage inquiries with discretion.
• Maintain the Provost's calendar, schedule meetings, and coordinate daily operations.
• Draft, edit, and prepare correspondence, memos, and presentations for the Provost.
• Coordinate meetings and logistics for Academic Affairs leadership and faculty meetings.
• Maintain organized records and handle confidential materials; monitor budget and expenses.
• Supervise graduate assistants as assigned and support special events.
• Liaise with Deans, Department Chairs, faculty, students, and external stakeholders.

Skills

Calendar management

Communication

Discretion

Prioritization

Independent judgment

Education

Bachelor's degree

Tools

Banner

Microsoft Office

Job description

We are currently considering internal applicants only at this time.

Position Reports To: Provost

About the Office of the Provost:

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.

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.

• 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.