Salve Regina University
Administrative Assistant to the President and Provost
Salve Regina University, Newport, Rhode Island, us, 02840
About Salve Regina University:
Salve Regina University, ranked as one of the most transformative colleges in the United States by Money Magazine, is a comprehensive Catholic University located in the scenic coastal community of Newport, Rhode Island. The University's commitment to academic success and personal discovery extends beyond its historic campus into a dynamic world where the application of higher thinking and skill are most valued. Salve Regina offers bachelor's and master's degree programs, graduate certificates, and doctoral programs in humanities, international relations and nursing. Enrollment includes more than 2,600 undergraduate and graduate students from across the U.S. and around the world.
Job Description:
BASIC FUNCTION:
The Administrative Assistant to the President and Provost provides high-level administrative support to the Office of the President and the Office of the Provost. This role ensures the smooth coordination of schedules, meetings, and activities; manages sensitive documents; supports trustee activities, and plays a vital role in maintaining efficiency, accuracy, and professionalism in the operations of both offices.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Office of the President: Serve as a key point of contact for managing the President's schedule, which involves evaluating requests, prioritizing appointments, coordinating multiple calendars, reviewing the calendar daily and making adjustments as needed, and ensuring all requests are managed effectively and efficiently. Research background needed for meetings, ensure schedules are well-coordinated, coordinates with IT and catering when necessary, and prepare details and materials relevant to each meeting in advance. Provide administrative support to the President's Office and assist with office operations, developing presentations, trustee matters, and special projects. Ensure all official documents are kept current in paper and electronic filing systems. Cover the President's Executive Assistant's desk when she is away and cover the lunch hour. Board and Trustee Support:
Assist in the preparation of presentations and materials for Board of Trustees meetings, including compiling relevant materials from various committees and publishing the Board Book in the Board portal. Attend Board and committee meetings, take minutes, and ensure timely distribution of materials. Coordinate the annual schedule of Board activities to help ensure timely and smooth operations. Maintain and update documents in the Board portal, including policies, procedures, rosters, directories, and trustee orientation materials. Create and manage trustee questionnaires and surveys. Office of the Provost:
Complete tasks related to credit card reconciliation; invoice processing/check requisitioning; meeting scheduling, attending, note taking and transcription; ordering/maintaining office supplies; email review, response and referral; office and executive calendar management; and tracking of faculty professional achievements. Assist with logistics for accreditation reviews and academic program reviews. Oversee and coordinates all office moves and related facilities issues. Prepare formal reports and official correspondence regarding accreditation and other official or confidential matters on behalf of Academic Affairs. Support commencement and convocation planning in partnership with Division of Student Affairs and Conferences/Events. Coordinate faculty lunches with the President/Provost, and SAC lunches with the President. Assist with faculty professional development requests and budget tracking. Coordinate interview schedules, prepare summary sheets, and manage application logistics. Distribute Qualtrics forms for Faculty Office Hours, compile submissions, and generate a consolidated PDF. Provide catalog updates to the Registrar's Office for Board and administrative lists. OTHER DUTIES AND RESPONSIBILITIES:
Perform other duties as required by the President and Provost.
LICENSES, TOOLS, AND EQUIPMENT:
N/A
ENVIRONMENTAL CONDITIONS:
No substantial exposure to adverse environmental conditions.
Requirements:
MINIMUM REQUIRED QUALIFICATIONS:
Associates degree or Administrative Support/Secretarial program Three years of administrative support experience Proficient computer skills required, with knowledge of Zoom/WebEx and Microsoft Office (Word, Outlook, Excel, Power Point) and capacity to learn and use campus technology. Strong organizational and project management skills with meticulous attention to detail. Demonstrated proficiency in effective oral and written communication Experience in and ability to record and accurately transcribe notes of meetings and compile and prepare statistical data. Ability to manage and protect sensitive materials, maintain confidentiality, and exercise discretion. Diplomacy and interpersonal skills, and the ability to work effectively with a broad range of people and styles. Ability to work independently with minimal supervision in fast-paced and high-change environments. PREFERRED QUALIFICATIONS
Bachelor's degree More than three years of administrative support experience Proofreading and editing skills Experience in higher education Experience providing support to an executive level position Administrative Professional Certification Additional Information:
Salve Regina University offers generous benefits to eligible employees including (waiting periods apply):
health, dental and vision coverage available on the first of the month following date of hire 403(b) retirement plan through TIAA with employee and employer contributions as well as access to advising services long-term disability coverage employer-paid life and AD&D insurance up to 100% free tuition at Salve for eligible employees and qualified dependents robust wellness program and free access to the on-campus Fitness Center Other available benefits include:
supplemental life insurance for employees and dependents supplemental insurance coverage through Aflac Tuition Exchange scholarship program. Application available for qualified dependents of eligible employees working full-time discounted pet insurance through ASPCA student loan forgiveness assistance program (SAVI) employee Assistance Program through Coastline EAP flexible spending health and dependent care accounts health savings accounts 529 collegebound saver program paid parental leave and adoption assistance
For more detailed information on Salve's benefits, visit https://salve.edu/human-resources/benefits .
Salve Regina University strives to cultivate belonging values through diversity, equity inclusion in order to foster a welcoming culture for our staff, faculty and students, as well as the wider community. Salve Regina University embraces all people with grace. No matter the path traveled to get here, the University acknowledges that many identities will intersect. Salve Regina belongs to all in its community.
Salve Regina University, ranked as one of the most transformative colleges in the United States by Money Magazine, is a comprehensive Catholic University located in the scenic coastal community of Newport, Rhode Island. The University's commitment to academic success and personal discovery extends beyond its historic campus into a dynamic world where the application of higher thinking and skill are most valued. Salve Regina offers bachelor's and master's degree programs, graduate certificates, and doctoral programs in humanities, international relations and nursing. Enrollment includes more than 2,600 undergraduate and graduate students from across the U.S. and around the world.
Job Description:
BASIC FUNCTION:
The Administrative Assistant to the President and Provost provides high-level administrative support to the Office of the President and the Office of the Provost. This role ensures the smooth coordination of schedules, meetings, and activities; manages sensitive documents; supports trustee activities, and plays a vital role in maintaining efficiency, accuracy, and professionalism in the operations of both offices.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Office of the President: Serve as a key point of contact for managing the President's schedule, which involves evaluating requests, prioritizing appointments, coordinating multiple calendars, reviewing the calendar daily and making adjustments as needed, and ensuring all requests are managed effectively and efficiently. Research background needed for meetings, ensure schedules are well-coordinated, coordinates with IT and catering when necessary, and prepare details and materials relevant to each meeting in advance. Provide administrative support to the President's Office and assist with office operations, developing presentations, trustee matters, and special projects. Ensure all official documents are kept current in paper and electronic filing systems. Cover the President's Executive Assistant's desk when she is away and cover the lunch hour. Board and Trustee Support:
Assist in the preparation of presentations and materials for Board of Trustees meetings, including compiling relevant materials from various committees and publishing the Board Book in the Board portal. Attend Board and committee meetings, take minutes, and ensure timely distribution of materials. Coordinate the annual schedule of Board activities to help ensure timely and smooth operations. Maintain and update documents in the Board portal, including policies, procedures, rosters, directories, and trustee orientation materials. Create and manage trustee questionnaires and surveys. Office of the Provost:
Complete tasks related to credit card reconciliation; invoice processing/check requisitioning; meeting scheduling, attending, note taking and transcription; ordering/maintaining office supplies; email review, response and referral; office and executive calendar management; and tracking of faculty professional achievements. Assist with logistics for accreditation reviews and academic program reviews. Oversee and coordinates all office moves and related facilities issues. Prepare formal reports and official correspondence regarding accreditation and other official or confidential matters on behalf of Academic Affairs. Support commencement and convocation planning in partnership with Division of Student Affairs and Conferences/Events. Coordinate faculty lunches with the President/Provost, and SAC lunches with the President. Assist with faculty professional development requests and budget tracking. Coordinate interview schedules, prepare summary sheets, and manage application logistics. Distribute Qualtrics forms for Faculty Office Hours, compile submissions, and generate a consolidated PDF. Provide catalog updates to the Registrar's Office for Board and administrative lists. OTHER DUTIES AND RESPONSIBILITIES:
Perform other duties as required by the President and Provost.
LICENSES, TOOLS, AND EQUIPMENT:
N/A
ENVIRONMENTAL CONDITIONS:
No substantial exposure to adverse environmental conditions.
Requirements:
MINIMUM REQUIRED QUALIFICATIONS:
Associates degree or Administrative Support/Secretarial program Three years of administrative support experience Proficient computer skills required, with knowledge of Zoom/WebEx and Microsoft Office (Word, Outlook, Excel, Power Point) and capacity to learn and use campus technology. Strong organizational and project management skills with meticulous attention to detail. Demonstrated proficiency in effective oral and written communication Experience in and ability to record and accurately transcribe notes of meetings and compile and prepare statistical data. Ability to manage and protect sensitive materials, maintain confidentiality, and exercise discretion. Diplomacy and interpersonal skills, and the ability to work effectively with a broad range of people and styles. Ability to work independently with minimal supervision in fast-paced and high-change environments. PREFERRED QUALIFICATIONS
Bachelor's degree More than three years of administrative support experience Proofreading and editing skills Experience in higher education Experience providing support to an executive level position Administrative Professional Certification Additional Information:
Salve Regina University offers generous benefits to eligible employees including (waiting periods apply):
health, dental and vision coverage available on the first of the month following date of hire 403(b) retirement plan through TIAA with employee and employer contributions as well as access to advising services long-term disability coverage employer-paid life and AD&D insurance up to 100% free tuition at Salve for eligible employees and qualified dependents robust wellness program and free access to the on-campus Fitness Center Other available benefits include:
supplemental life insurance for employees and dependents supplemental insurance coverage through Aflac Tuition Exchange scholarship program. Application available for qualified dependents of eligible employees working full-time discounted pet insurance through ASPCA student loan forgiveness assistance program (SAVI) employee Assistance Program through Coastline EAP flexible spending health and dependent care accounts health savings accounts 529 collegebound saver program paid parental leave and adoption assistance
For more detailed information on Salve's benefits, visit https://salve.edu/human-resources/benefits .
Salve Regina University strives to cultivate belonging values through diversity, equity inclusion in order to foster a welcoming culture for our staff, faculty and students, as well as the wider community. Salve Regina University embraces all people with grace. No matter the path traveled to get here, the University acknowledges that many identities will intersect. Salve Regina belongs to all in its community.