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Job description
Our Academic Affairs team is seeking an internal candidate to spearhead faculty and campus-wide communications while serving as the primary planner for our annual Commencement activities. In this role, you will collaborate closely with academic support staff to drive essential operations and deliver our institution's most celebrated traditions.
Job Title
Executive Assistant to the Provost and Vice President of Academic Affairs
Status
Non-exempt, Full-time 12 month schedule
Wage Grade
730
Reports To
Provost of the College
Overview
The Executive Assistant to the Provost and Vice President of Academic Affairs provides administrative support to the college’s chief academic officer and general support to the Academic Affairs team. This position plays a critical role in the work of Academic Affairs which ensures academic quality, supports faculty, and encourages and leads academic initiatives and innovation across the college. The Executive Assistant has primary responsibility for coordinating the Provost's calendar and performing a wide range of administrative functions to support the broader mission and ensure smooth day-to-day operations. This position reports to the Provost and Vice President of Academic Affairs.
The ideal candidate will be experienced in handling a broad range of activities and will be able to work independently, proactively, and collaboratively. They must be well organized and flexible and enjoy the administrative challenges of supporting an office with diverse constituents and needs. The position requires the ability to interact diplomatically and efficiently with a broad range of individuals, including faculty, students, administrators, external colleagues, and visitors. They will be comfortable working to deadlines and remaining flexible, proactive, resourceful, and professional. Excellent communication skills, a high degree of discretion, a commitment to providing excellent service and building positive working relationships, and attention to details are equally important.
Job Duties
Manage the Provost’s calendar and flow of visitors and appointments, including scheduling reviews related to faculty personnel, job candidate, and departmental reviews.
Manage workflow for faculty searches and external program reviews.
Manage the Provost’s Office general email account, drafting communications and redirecting enquiries as appropriate, and manage the general Provost’s Office phone line, redirecting calls as needed.
Act as a point person in the Provost’s Office for ensuring efficient operations and smooth flow of information both within the Provost’s Office and with colleagues across the College; coordinate these efforts with colleagues in the President's and Provost's Offices, as well as colleagues in divisional offices, and especially coordinate shared responsibilities with the Executive Assistant to the President.
Assist in organizing / coordinating various events hosted by Academic Affairs.
Provide proactive administrative support to the Provost and Associate Deans in the Office of Academic Affairs.
Welcome and assist visitors to the Academic Affairs office either in person or via telephone.
Provide administrative support including but not limited to; writing letters, preparing responses to correspondence, and creating meeting agendas and maintaining minutes.
Assists with special projects by serving as the project manager, setting goals, monitoring progress, staying within budget and meeting assigned deliverables.
Other administrative support duties as assigned
Skills & Experience
3+ years of administrative support experience or related experience in a professional setting including K-12, medical, or other related fields.
Ability to maintain confidentiality, exercise good judgment, and act professionally, sensitively, and with a high level of discretion.
Ability to anticipate needs and work proactively and collaboratively to manage daily flow of the office.
Excellent interpersonal skills and commitment to collaborative teamwork
Strong verbal and written communication skills
Strong detail orientation and demonstrated organizational skills
Ability to work independently
Strong proficiency with technology, including Apple and PC hardware and software (especially Google Apps, Microsoft Office).
Commitment to equity and inclusion in working in a diverse community of students and colleagues
Ability to effectively prioritize and manage multiple priorities in an environment with frequent interruptions.
Education
High school diploma or GED required. Additional education and/or experience in a college or university setting highly preferred.
Additional Information
Pay and Benefits
This position is budgeted to pay $18.75 - $19.50 hour depending on experience and qualifications. We offer a competitive benefits package designed to support the needs of employees. Full-time employees are eligible for a comprehensive range of benefits including:
Medical, dental, vision insurance
Flexible spending accounts or health savings accounts
Life insurance, disability insurance, and supplemental insurance programs
Retirement plan with a generous company contribution
Excellent paid time off/holiday benefits
Tuition benefits for employees and their family members
Access to company facilities (gym, pool, health center, etc.)
You can learn more about our benefit programs at our Benefits website.
Physical Requirements
Must be able to lift 15 pounds on a frequent basis. Also required is the ability to listen, hear, speak, read, write, concentrate, climb stairs, bend, and stoop. Must be able to use a telephone and computer to accomplish a variety of job tasks.
EEO Statement
Augustana is an Equal Opportunity Employer. It is Augustana College’s policy to provide equal opportunity to all qualified employees and applicants without regard to race, color, religion, gender, age, national origin, disability and any other category protected by federal, state or local law.
Note
Please note 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 are subject to change at any time with or without notice.
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Worksite address
rock island, IL, 61202, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.