Assistant to the Provost

Job Title:
Assistant to the Provost
Job Summary:
The Assistant to the Provost provides high-level administrative support to the Provost/VPAA, manages the Provost's schedule to provide the most strategic and efficient use of the Provost's time, and serves as the primary point of contact for the Office of the Provost. The Assistant to the Provost is responsible for representing the Provost's office in a respectful, culturally competent and professional manner to a variety of internal and external constituents, including faculty, librarians, staff, students, alumni, deans, the President and President's Cabinet, community members and strategic partners. The Assistant to the Provost has a thorough understanding of the Provost's priorities, works closely with the Provost to advance these priorities, and assists with project management of strategic and university-wide initiatives.
Full Job Description:
Responsibilities:
Administrative Support

• Coordinates and prioritizes the Provost's schedule to ensure the most strategic and efficient use of the Provost's time, and ensures that the Provost is briefed and prepared for meetings and events.
• Arranges travel and accommodations and virtual conference attendance; provides travel briefings for the Provost and Provost's team as required, ensuring schedules and travel arrangements maximize the efficient use of the Provost's time.
• Assists the Provost with project management of university wide initiatives including strategic planning, ensuring timely implementation.
• Performs a range of administrative and technical support duties, as the primary and confidential administrative support to the Provost.
• Researches and drafts correspondence, reports, and presentations.
• Works in partnership with Student Life and the Office of Marketing and Communications (OMC) to assist the Provost in proactive communications and timely responses to inquiries from students, campus and community stakeholders in a professional, discrete manner.
• Organizes events sponsored by the Provost's office.
• Arranges Deans' and Vice Provosts' annual performance reviews .
• Maintain records of Academic Affairs division policies and procedures.
• Prepares agendas, sends notices, composes minutes and provides administrative support for the Provost's Circle, Council of Deans, and other committee meetings and working groups as assigned.
• Ensure persons meeting in the Office of the Provost are afforded hospitality and the schedule is kept punctual.
• Submits expense reports and processes fund transfers on behalf of the Provost.

Board of Trustees

• Serves as administrative support to the Academic Affairs Committee of the Board of Trustees, maintains membership lists, coordinates Trustee mentors and "Student for a Day." coordinates quarterly meetings and takes minutes.
• Researches, edits and compiles Academic Affairs Committee of the Board of Trustees agendas, meeting packets, divisional quarterly reports, presentations and proceedings from the meetings.
• Serves as the Provost's administrative liaison to the University of San Francisco's Board of Trustees.
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Coordinates faculty and student representative appointments to Board of Trustees committees

Faculty Engagement and Success

• Serves as liaison to the faculty for the Office of the Provost, ensuring that all members of USF's faculty and its librarians feel valued, supported and celebrated through affirming and respectful communications, and coordination of awards and events.
• Plans the celebratory event for newly promoted and tenured faculty; notifies USF News of newly promoted tenured faculty and coordinates other notifications and updates as needed.
• Manages regalia stipend for newly tenured faculty.
• Coordinate the annual new full-time and part-time faculty orientations, and retired faculty luncheons.
• Assists with projects and events for the Center for Research, Artistic and Scholarly Excellence (CRASE), Center for Teaching Excellence (CTE), and other centers and institutes under the Provost Division.
• Coordinates schools' emeriti faculty recommendations to the Provost and President; prepare notification letters.
• Facilitates nomination and selection of Preferred Hiring Pool (PHP), drafts decision letters, and coordinates announcement with OMC.
• Coordinates nomination and selection of Provost faculty & staff awards for the university's annual service & merit awards; coordinate notification of awardees and award presentation with Human Resources.
• Drafts committee appointment letters on behalf of the Provost.

Office Management

• Oversees office procedures, filing systems, space planning and off-site storage.
• Manages and updates the Provost division web pages and directories.
• Manages the Provost's direct voicemail and Provost office email.
• Manages incoming and outgoing mail and shipments.
• Interviews, hires, trains, supervises, and evaluates student assistants.
• Plans, coordinates, and organizes office activities and coordinates with other academic administrative staff as needed.
• Performs other duties as assigned.

Qualifications:

• Bachelor's degree required, Master's degree preferred.
• Excellent written and verbal communication, and research skills required.
• Minimum of five years administrative experience in a professional office setting, experience in a higher educational setting is preferred.
• Experience managing an executive's calendar.
• Excellent organizational and planning skills and the ability to prioritize among complex and competing expectations.
• Project management skills, ability to plan, think through, carry out and assess multi-part projects.
• Ability to exercise a high level of diplomacy, discretion, emotional intelligence and confidentiality.
• Advanced competence in using Google Suite, Microsoft Word, Excel, PowerPoint, task management and task sharing tools (Todoist, Slack etc). Banner and WorkDay experience and web design/management experience a plus..
• Experience of managing virtual meetings and hosting meetings on Zoom.
• Exhibits a growth mindset and continually enhances their skill set through ongoing professional development.
• Creative problem-solver who is confident, proactive, and exercises initiative and independent judgment.
• Thrives in a fast-paced, intense working environment, is adaptable and able to pivot.
• Strong equity lens, cultural humility and proven ability to work well in a diverse context.
• Understanding and commitment to USF's mission, vision, and values.

Full-Time/Part-Time:
Full time
Pay Rate:
Salary
Salary Range :
$80,000-90,000 annualized, commensurate with experience