Executive Coordinator, Provost Office

Job Description
Brief Description
Performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices. Prepares correspondence, memoranda, reports, and other documents as needed. Screens telephone calls and visitors and resolves routine and some complex inquiries. Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements. Coordinates with and assists the Provost and Project Manager in the implementation of special projects. Some of these include working on academic bulletins, assisting with assessment reports, and creating policy manuals . Requires strong computer and written and verbal communication skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience and the ability to work well with all levels of administration and staff, faculty, students, visitors, and outside vendors.
Duties and Responsibilities

• Retention of Students: this includes collaborating with Institutional Research and with Marketing each academic quarter to contact and send out messages to all unregistered students about their holds, and to work through these holds with students, removing barriers to registration and/or graduation. This work also includes collaborating with the Division of Student Life on student retention issues, studying and researching challenges and recommending taskforces to address them. The Executive Coordinator will work with the provost to establish agendas for the newly revised Retention Council, follow up on appointed tasks, and maintaining campuswide communication regarding retention policies and initiatives.

• Registration Coordination: In this role, the Executive Coordinator would collaborate with personnel in Records and OACS offices to address barriers to registration, work with staff and faculty to find solutions, conceptualize and design improved processes, and collaborate with the 50% Project Manager to operationalize, communicate, and measure retention of students. The Executive Coordinator will also work with the part-time project manager to devise solutions and implement a new CRM (Ellucian Advise) to replace EAB Navigate. Use of this new CRM will require ongoing maintenance and the Executive Coordinator will play a key role in this ongoing project to implement and use this tool.

• Academic Liaison for Provost: In this role, the Executive Coordinator will collaborate on CAO duties by working with the academic deans, faculty, advisors, and others to support Dual Credit opportunities with local K-12 systems (including SDA academies and local Public-School Districts) and maintain a working dialog and action-plan with the local k-12 systems. This collaboration will include regular meetings with k-12, strategizing of programs to make it a k-16 system, and measuring success. Also in this role, the support associate will continue to work with IR, Records, academic deans, and faculty senate leadership to manage the publication of the academic bulletins, the University Factbook, and the Faculty Handbook.

• Operations Liaison for Provost: In this role, the Executive Coordinator will collaborate on COO duties by working with Institutional Research, Institutional Technology, the Division of Student Life offices, and our partners Dynamic Campus and Sodexo on matters pertaining to the provost's responsibilities as COO. This work will include working with Risk Management, Campus Safety, Student Wellness Services, and others. It will also include collaborations with the Vice Presidents for Strategic Engagement: Enrollment, Advancement, and Marketing on student retention issues. The support associate will work with the webmaster on maintaining accurate web resources. This responsibility also includes working with the provost on tracking and coordinating the document retention policies of campus.

• Supports the provost in managing the day-to-day operations of the university.
• Organizes and supports the development and monitoring of external academic relationships, including external degree programs, domestic and international agreements and articulations, and compliance with statutory regulations that affect grants and research.
• Maintains oversight, along with the provost, of all academic publications and policy handbooks of the university, schools, and its centers, as well as scholarly publications.
• Maintains the academic files for all faculty members.
• Maintains responsibility, along with the President and Provost, for graduation
• Works with the provost in developing and maintaining descriptions for academic administration committees not included in the appendix to part I of the Faculty Handbook.
• Works with the deans and directors of departments and programs on the generation and application of policies and procedures.
• Works with the directors of departments and programs on the generation and management of annual expense budgets.
• Works with the directors of departments and programs to develop and administer assessments appropriate to their areas.
• Preliminarily approves all personal travel applications and expense reports for those with direct line relationships to the provost.
• Works with the provost in preparing the expense budgets for all areas with line relationship to the Office of the Provost.
• Works with the provost, the WSCUC ALO, and the President's Office in managing events and activities associated with periodic accreditation reviews.
• Performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices.

Knowledge, Skills and Abilities
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position requires a broad and comprehensive knowledge of university policies and procedures. Employee will be responsible administratively for specific activities, projects, programs or coordination of services within the functional area.
Education/Experience
Bachelor's degree (B.A.) from a four-year college or university in Office Management, Business, English or other related field. Prior office experience and/or secretarial experience preferred. Ten or more years related experience in lieu of education.
Language Ability
Ability to read, analyze, and interpret business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public as this position frequently communicates complex information. Ability to train and monitor others' performance. Ability to present, resolve conflicts and address delicate situations. Ability to motivate and persuade others.
Math Ability
Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability
Ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Problems are highly varied, complex and often non-recurring, novel and require creative approaches to resolutions. New concepts and approaches may have to be developed. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills
To perform this job successfully, an individual should have expertise in the use of general computer software like Microsoft Office Suite. Banner experience is desired. Work with spreadsheets like Excel is especially desired.
Certificates and Licenses
None
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts and risk of electrical shock.
The noise level in the work environment is usually moderately quiet.
Salary Wage Range: $64,480.00 to $66,560.00 plus generous benefits
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand and reach with hands and arms. The employee is occasionally required to walk; climb or balance and stoop, kneel, crouch, or crawl.