Inside Higher Ed
Executive Administrative Assistant to the Provost and Dean of the College
Inside Higher Ed, Beloit, Wisconsin, United States, 53511
Executive Administrative Assistant to the Provost and Dean of the College
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Executive Administrative Assistant to the Provost and Dean of the College
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Inside Higher Ed
Occupational Summary This position serves primarily as executive assistant to the Provost and Dean of the College for Academic Affairs. The role performs complex administrative work, managing clerical, administrative, and operational functions with high judgment and initiative. Communication with students, faculty, staff, and others is essential. The Academic Affairs office is responsible for developing and evaluating academic programs, guiding academic planning, faculty initiatives, and ensuring effective collaboration between academic programs and student life.
Schedule Full‑time: 10 months Part‑time: 10 weeks during the summer
Characteristic Duties and Responsibilities Provost’s Office Accounts Management
Manages Academic Affairs accounting, including approving credit card statements and expense reimbursements for faculty and staff reporting to the Provost; archives and tracks expenditures.
Assists faculty with agreements/contracts for outside vendors and with related payment requests.
Provost’s Office Event Management
Organizes and coordinates all Academic Affairs activities and events, including the annual Faculty/Staff Recognition Party and Honors Day awards ceremony.
Coordinates event setup, catering, logistics, print/online materials, and support with other campus offices.
Executes event communications with the campus community.
Manages the selection processes for numerous student awards, tracks individual award budgets, coordinates fund disbursement, and manages post‑award alumni notifications.
Manages the selection processes for the Underkofler award and Kang prizes.
General Provost’s Office Management
Assists in Academic Affairs communications.
Manages the Provost’s calendar and makes travel arrangements.
Assists with external reviews of departments and programs.
Assists department chairs with lodging and travel arrangements for faculty search candidate visits.
Manages committee elections and appointments process, including form management, verifying eligibility, and maintaining accurate voter lists.
Constructs and distributes Academic Senate agenda and materials, attends Senate meetings, and produces minutes.
Attends and provides technical support for the Learning & Teaching Committee of the Board of Trustees.
Assists the Provost in managing student appeals and honors term applications.
Manages the Academic Affairs website and updates the Administrative Policy Manual.
Serves as Academic Affairs Support Staff Liaison, coordinating events and answering questions.
Manages office needs and responds to phone, email, and written communications.
Credentials and Experience
Preferred: Bachelor’s degree or equivalent experience and training.
Minimum: Three years of progressively responsible administrative experience.
Computer literacy and accounting/budgeting knowledge essential; database knowledge preferred.
Proficiency with spreadsheets and data analysis.
Commitment to a welcoming work environment, diversity, equity, and inclusion.
Advanced computer skills, including Microsoft Windows and Office systems.
Strong organizational, prioritization, and planning skills.
Exceptional written and oral communication skills with trustees, faculty, staff, students, and the public.
Knowledge of office accounting.
Ability to think critically, solve problems, and maintain confidentiality regarding salary and personnel information.
Strong attention to detail and proofreading.
Ability to work independently with minimal oversight and to assist fellow staff.
Flexibility and willingness to adapt to changing activities and responsibilities.
Physical Requirements
Must be able to travel between floors multiple times per day and lift/carry items weighing up to 20 pounds.
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Executive Administrative Assistant to the Provost and Dean of the College
role at
Inside Higher Ed
Occupational Summary This position serves primarily as executive assistant to the Provost and Dean of the College for Academic Affairs. The role performs complex administrative work, managing clerical, administrative, and operational functions with high judgment and initiative. Communication with students, faculty, staff, and others is essential. The Academic Affairs office is responsible for developing and evaluating academic programs, guiding academic planning, faculty initiatives, and ensuring effective collaboration between academic programs and student life.
Schedule Full‑time: 10 months Part‑time: 10 weeks during the summer
Characteristic Duties and Responsibilities Provost’s Office Accounts Management
Manages Academic Affairs accounting, including approving credit card statements and expense reimbursements for faculty and staff reporting to the Provost; archives and tracks expenditures.
Assists faculty with agreements/contracts for outside vendors and with related payment requests.
Provost’s Office Event Management
Organizes and coordinates all Academic Affairs activities and events, including the annual Faculty/Staff Recognition Party and Honors Day awards ceremony.
Coordinates event setup, catering, logistics, print/online materials, and support with other campus offices.
Executes event communications with the campus community.
Manages the selection processes for numerous student awards, tracks individual award budgets, coordinates fund disbursement, and manages post‑award alumni notifications.
Manages the selection processes for the Underkofler award and Kang prizes.
General Provost’s Office Management
Assists in Academic Affairs communications.
Manages the Provost’s calendar and makes travel arrangements.
Assists with external reviews of departments and programs.
Assists department chairs with lodging and travel arrangements for faculty search candidate visits.
Manages committee elections and appointments process, including form management, verifying eligibility, and maintaining accurate voter lists.
Constructs and distributes Academic Senate agenda and materials, attends Senate meetings, and produces minutes.
Attends and provides technical support for the Learning & Teaching Committee of the Board of Trustees.
Assists the Provost in managing student appeals and honors term applications.
Manages the Academic Affairs website and updates the Administrative Policy Manual.
Serves as Academic Affairs Support Staff Liaison, coordinating events and answering questions.
Manages office needs and responds to phone, email, and written communications.
Credentials and Experience
Preferred: Bachelor’s degree or equivalent experience and training.
Minimum: Three years of progressively responsible administrative experience.
Computer literacy and accounting/budgeting knowledge essential; database knowledge preferred.
Proficiency with spreadsheets and data analysis.
Commitment to a welcoming work environment, diversity, equity, and inclusion.
Advanced computer skills, including Microsoft Windows and Office systems.
Strong organizational, prioritization, and planning skills.
Exceptional written and oral communication skills with trustees, faculty, staff, students, and the public.
Knowledge of office accounting.
Ability to think critically, solve problems, and maintain confidentiality regarding salary and personnel information.
Strong attention to detail and proofreading.
Ability to work independently with minimal oversight and to assist fellow staff.
Flexibility and willingness to adapt to changing activities and responsibilities.
Physical Requirements
Must be able to travel between floors multiple times per day and lift/carry items weighing up to 20 pounds.
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