Executive Assistant to the Provost

University of Rochester; Town of Mansfield (NY); On-site; USD 64,000 - 96,000; Full time

Job summary

The University of Rochester is seeking an experienced executive administrative professional to support the Office of the Provost. This role leads executive-level administrative tasks, manages the Provost's calendar, coordinates meetings, and prepares materials with discretion and attention to detail.

You will collaborate across university units, support the Board of Trustees Academic Affairs Committee, plan events and travel, maintain confidential files, and adapt to a fast-paced environment

Qualifications

• Bachelor’s degree and 3 years relevant experience required
• Or equivalent combination of education and experience
• Experience in an executive-level or higher education administrative office setting (preferred)

Responsibilities

• Manages the Provost calendar; scheduling based on priorities and commitments.
• Prepares background materials, coordinates meetings, and supports leadership decisions.
• Supports the Board of Trustees Academic Affairs Committee with meetings and minutes.
• Handles confidential correspondence, reimbursements, and high-level communications.
• Plans events and travel, and maintains procedures and archiving for the office.

Skills

Executive support

Microsoft Office

Communication skills

Education

Bachelor's degree

Tools

Zoom

Adobe Acrobat

Monday.com

BoardEffect

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

300 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100003 Provosts Office

Work Shift:

UR - Day (United States of America)

Range:

UR URG 111

Compensation Range:

$64,200.00 - $96,200.00

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Under general guidance and with significant latitude for independent judgment and initiative, leads executive-level administrative and operational support to the Office of the Provost. The position reports administratively to the Chief of Staff to the Provost and provides functional support to senior staff or others in the office, depending on the needs of the office at any given time. This position anticipates the Provost’s needs and priorities by proactively monitoring upcoming commitments, identifying potential issues or gaps, preparing relevant information and materials, and taking appropriate action to ensure the Provost is well-positioned to effectively manage priorities.

This position works closely with all Office of the Provost staff as well as other University units and leaders in a fast-paced, team-oriented, high-visibility environment. The duties of this position require the need for absolute confidentiality, professionalism and exceptional attention to detail.

ESSENTIAL FUNCTIONS

Executive Administration:

Manages the calendar for the Provost. Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations.

• Anticipates and proactively addresses the needs of the Provost by applying a deep understanding of institutional priorities, organizational relationships, and the Provost’s responsibilities. Assesses upcoming priorities and potential challenges, proactively monitors the Provost’s schedule and key institutional activities to anticipate upcoming needs, prepare the Provost for meetings and decisions, coordinate appropriate resources and stakeholders, and initiate action to address needs before they become urgent. Ensures timely preparation, coordination, and follow through of tasks.
• Proactively anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings.
• Supports the Board of Trustees Academic Affairs Committee by coordinating meetings, compiling agendas and related materials, communicating with Trustees, providing staff support for meetings, recording minutes, and collaborating with colleagues in the President’s Office.
• Conducts fact-finding and composes responses to non-routine inquiries. Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing requests and correspondence. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests. Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries. Assists with proofing and finalizing presentations, letters and committee minutes. Processes reimbursements.

Corresponds on behalf of the office with University officers and external organizations by relaying and anticipating senior leadership instructions, preferences, and concerns. Ensures that officials and others are informed of decisions either directly or through coordination with other senior leaders.

Project Management:

With direction, updates action plan documents as needed. Monitors action plans of key projects of the Provost to ensure milestones and deadlines are on track to be met. Informs the Provost and project stakeholders of action plan changes and updates. Facilitates action items including scheduling follow up meetings as needed to keep projects organized and on track to completion.

Event Planning and Travel Management:

Serves as primary coordinator for multiple events including meetings, Provost Office retreats, leadership searches and reviews, small conferences, and symposia. Participates in planning meetings and coordinates the arrangements and preparation of programs and event materials with internal and external stakeholders. Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on the Provost’s calendar.

Assists with special projects that support the office as needed and assigned. Examples include writing and maintaining office procedures, archiving materials, creating and collating surveys, etc.

Maintains confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree and 3 years relevant experience required
• Or equivalent combination of education and experience
• Experience in an executive-level or higher education administrative office setting (preferred)

KNOWLEDGE, SKILLS AND ABILITIES

• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required

Preferred:

• Excellent interpersonal and communication skills;
• Ability to interact with a broad range of internal and external constituencies, including senior executives and Trustees;
• Exceptional organizational and time management skills with a keen attention to detail;
• Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters;
• Ability to quickly and thoughtfully build and maintain relationships;
• Ability to work both collaboratively and independently and meet deadlines;
• Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment;
• High level of proficiency with Zoom and Adobe Acrobat. Willingness to learn and become proficient in Monday.com, BoardEffect, and other applications, as required.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status,or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.