Hebrew Union College
Executive Assistant to the Provost
Hebrew Union College, Cincinnati, Ohio, United States, 45208
4 days ago Be among the first 25 applicants
Get AI-powered advice on this job and more exclusive features.
About Hebrew Union College Founded in 1875, Hebrew Union College-Jewish Institute of Religion is North America’s leading institution of higher Jewish education and the academic, spiritual, and professional leadership development center of Reform Judaism. HUC-JIR educates leaders for service to American and world Jewry as rabbis, cantors, experts in Jewish education, and Jewish nonprofit management professionals, and offers graduate degree programs to scholars and clergy of all faiths. With centers of learning in Cincinnati, Jerusalem, Los Angeles, and New York, HUC-JIR’s scholarly resources comprise renowned library, archive, and museum collections, biblical archaeology excavations, and academic publications.
HUC Mission Hebrew Union College-Jewish Institute of Religion (HUC-JIR) is North America’s premier institution of Jewish higher education and the center for professional leadership development of Reform Judaism. A multi‑campus academic and spiritual learning community, HUC-JIR builds vibrant progressive Judaism in North America, Israel, and around the globe by:
Studying the great issues of Jewish life, history and thought with an open, egalitarian, inclusive and pluralistic spirit;
Educating innovative, visionary clergy and professionals who embody the sustaining values, responsibilities, practices and texts of Jewish tradition to inspire future generations;
Advancing the critical study of Judaism and Jewish culture in accordance with the highest standards of modern academic scholarship.
Position Summary The Executive Assistant to the Provost will perform a wide variety of administrative functions to manage the Office of the Provost to facilitate the Provost’s work with administrators, faculty, and students on all four of HUC-JIR’s campuses and virtually, as well as stakeholders outside the organization. Manager of Faculty Processes manages a range of processes related to faculty, from hiring and promotion, to annual reporting forms and grant requests, sabbaticals, faculty speaking engagements, etc.
Essential Duties and Responsibilities Executive Assistant to the Provost Duties
Manage complex, ever‑changing meeting and travel schedule for the Provost
Schedule individual and group meetings for Provost with stakeholders within and outside HUC-JIR
Create and maintain committee listservs, schedule cross‑campus committee meetings on a regular/recurring basis
Plan, schedule, and manage meetings and engagements on campus visits to each of our 4 campuses at least once per semester
Process expenses on HUC credit card by submitting receipts with appropriate budget codes
Process reimbursement for occasional expenses on personal card for HUC related trips
Create and maintain files of contracts for Independent Contractors for academic initiatives
Design and maintain surveys to track and capture information for the College‑Institute
Process payments for contract workers in Provost sponsored academic programs
Manage special Projects for the Provost from concept to completion
Assist in the planning and execution of special events at the College‑Institute
Notetaking for committee meetings (can be done by a contracted AI assistant as appropriate).
Manager of Faculty Processes Duties
Manage the annual submission of the Faculty Reporting Form
Promotions and Reviews: Work with the Faculty‑on‑Faculty committee chair, maintain/track calendar, organize and compile documentation for the dossier
Sabbaticals: Maintain updated faculty sabbatical schedule, manage paperwork, provide the Finance department with periodic reports
Faculty Searches: Provide full‑cycle administrative support for full‑time faculty searches, maintain confidential files, schedule meetings, correspond with candidates, assist with onboarding
Faculty Research Grants: Provide annual support in sending grant proposals for program renewal
Make changes on webpage and send announcements to faculty
Manage the application process, which includes communication and follow‑up with both applicants and College leadership
Approve and process payments/reimbursements
Faculty Speaking Engagement Liaison: Gather information from faculty related to their speaking engagements at congregations and liaise with faculty and the administration to maximize the impact of their speaking engagements
Personnel Action Forms (PAFs): Track PAF changes for all faculty changes
Manage faculty communications by sending periodic emails containing reminders, and news updates
Manage Faculty Email distribution lists
Manage Faculty Resources page on College website
Provide administrative support for APC Meetings
HUC Employee Benefits
Medical, Dental, Vision
Life Insurance, Long Term Disability
Retirement Savings Plan – 403b
Paid National and Jewish Holidays
Paid Vacation and Sick Days
Paid Parental Leave
Tuition Remission Benefits
Employee Assistance Program
Qualifications Education
A bachelor’s degree
Experience
2+ years of experience supporting executive in admin role
Knowledge, Skills & Abilities
Organized, high attention to detail, high standard for quality and productivity
Excellent written and oral communication skills
Ability to manage competing priorities and multi‑task with accuracy and efficiency
Ability to set priorities, manage projects and meet deadlines
Ability to be adaptable to the changing needs of the Provost
Ability to respond to all needs within a rapidly changing environment, managing & balancing short‑term and long‑term institutional priorities
Ability to work independently with minimal direction and anticipate needs for Provost
Ability to work in a highly collegial manner within a complex, national and international organizational culture
Handle sensitive and confidential information with discretion
Fast and accurate typing skills
Knowledge of the Reform Jewish community and passion for the mission of HUC-JIR (preferred)
Technology
Comfortable working with Microsoft Office Suite (including Teams and Copilot), Google, Zoom, Doodle, Forms & Surveys and other video conferencing platforms
Core Values
Honesty and Integrity
Kindness and Decency
Openness and Transparency
Responsible Empowerment
Trust and Security
Diversity and Inclusion
Work Environment & 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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. Work is typically performed in an indoor office or classroom environment. While performing the duties of this job, the employee is frequently required to sit or stand, walk, talk, and listen; the employee may occasionally have to stoop, bend, reach, and lift up to 20 pounds. Employees need manual dexterity to operate standard office equipment and a personal computer, clarity of speech and hearing or other communication capabilities to discern verbal instructions and to communicate effectively with others and visual acuity to comprehend written work instructions and review, evaluate, and prepare a variety of written materials and documents.
Seniority level Entry level
Employment type Full‑time
Job function Administrative
Industries Higher Education
Referrals increase your chances of interviewing at Hebrew Union College by 2x
Get notified about new Executive Assistant jobs in
Cincinnati, OH .
#J-18808-Ljbffr
Get AI-powered advice on this job and more exclusive features.
About Hebrew Union College Founded in 1875, Hebrew Union College-Jewish Institute of Religion is North America’s leading institution of higher Jewish education and the academic, spiritual, and professional leadership development center of Reform Judaism. HUC-JIR educates leaders for service to American and world Jewry as rabbis, cantors, experts in Jewish education, and Jewish nonprofit management professionals, and offers graduate degree programs to scholars and clergy of all faiths. With centers of learning in Cincinnati, Jerusalem, Los Angeles, and New York, HUC-JIR’s scholarly resources comprise renowned library, archive, and museum collections, biblical archaeology excavations, and academic publications.
HUC Mission Hebrew Union College-Jewish Institute of Religion (HUC-JIR) is North America’s premier institution of Jewish higher education and the center for professional leadership development of Reform Judaism. A multi‑campus academic and spiritual learning community, HUC-JIR builds vibrant progressive Judaism in North America, Israel, and around the globe by:
Studying the great issues of Jewish life, history and thought with an open, egalitarian, inclusive and pluralistic spirit;
Educating innovative, visionary clergy and professionals who embody the sustaining values, responsibilities, practices and texts of Jewish tradition to inspire future generations;
Advancing the critical study of Judaism and Jewish culture in accordance with the highest standards of modern academic scholarship.
Position Summary The Executive Assistant to the Provost will perform a wide variety of administrative functions to manage the Office of the Provost to facilitate the Provost’s work with administrators, faculty, and students on all four of HUC-JIR’s campuses and virtually, as well as stakeholders outside the organization. Manager of Faculty Processes manages a range of processes related to faculty, from hiring and promotion, to annual reporting forms and grant requests, sabbaticals, faculty speaking engagements, etc.
Essential Duties and Responsibilities Executive Assistant to the Provost Duties
Manage complex, ever‑changing meeting and travel schedule for the Provost
Schedule individual and group meetings for Provost with stakeholders within and outside HUC-JIR
Create and maintain committee listservs, schedule cross‑campus committee meetings on a regular/recurring basis
Plan, schedule, and manage meetings and engagements on campus visits to each of our 4 campuses at least once per semester
Process expenses on HUC credit card by submitting receipts with appropriate budget codes
Process reimbursement for occasional expenses on personal card for HUC related trips
Create and maintain files of contracts for Independent Contractors for academic initiatives
Design and maintain surveys to track and capture information for the College‑Institute
Process payments for contract workers in Provost sponsored academic programs
Manage special Projects for the Provost from concept to completion
Assist in the planning and execution of special events at the College‑Institute
Notetaking for committee meetings (can be done by a contracted AI assistant as appropriate).
Manager of Faculty Processes Duties
Manage the annual submission of the Faculty Reporting Form
Promotions and Reviews: Work with the Faculty‑on‑Faculty committee chair, maintain/track calendar, organize and compile documentation for the dossier
Sabbaticals: Maintain updated faculty sabbatical schedule, manage paperwork, provide the Finance department with periodic reports
Faculty Searches: Provide full‑cycle administrative support for full‑time faculty searches, maintain confidential files, schedule meetings, correspond with candidates, assist with onboarding
Faculty Research Grants: Provide annual support in sending grant proposals for program renewal
Make changes on webpage and send announcements to faculty
Manage the application process, which includes communication and follow‑up with both applicants and College leadership
Approve and process payments/reimbursements
Faculty Speaking Engagement Liaison: Gather information from faculty related to their speaking engagements at congregations and liaise with faculty and the administration to maximize the impact of their speaking engagements
Personnel Action Forms (PAFs): Track PAF changes for all faculty changes
Manage faculty communications by sending periodic emails containing reminders, and news updates
Manage Faculty Email distribution lists
Manage Faculty Resources page on College website
Provide administrative support for APC Meetings
HUC Employee Benefits
Medical, Dental, Vision
Life Insurance, Long Term Disability
Retirement Savings Plan – 403b
Paid National and Jewish Holidays
Paid Vacation and Sick Days
Paid Parental Leave
Tuition Remission Benefits
Employee Assistance Program
Qualifications Education
A bachelor’s degree
Experience
2+ years of experience supporting executive in admin role
Knowledge, Skills & Abilities
Organized, high attention to detail, high standard for quality and productivity
Excellent written and oral communication skills
Ability to manage competing priorities and multi‑task with accuracy and efficiency
Ability to set priorities, manage projects and meet deadlines
Ability to be adaptable to the changing needs of the Provost
Ability to respond to all needs within a rapidly changing environment, managing & balancing short‑term and long‑term institutional priorities
Ability to work independently with minimal direction and anticipate needs for Provost
Ability to work in a highly collegial manner within a complex, national and international organizational culture
Handle sensitive and confidential information with discretion
Fast and accurate typing skills
Knowledge of the Reform Jewish community and passion for the mission of HUC-JIR (preferred)
Technology
Comfortable working with Microsoft Office Suite (including Teams and Copilot), Google, Zoom, Doodle, Forms & Surveys and other video conferencing platforms
Core Values
Honesty and Integrity
Kindness and Decency
Openness and Transparency
Responsible Empowerment
Trust and Security
Diversity and Inclusion
Work Environment & 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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. Work is typically performed in an indoor office or classroom environment. While performing the duties of this job, the employee is frequently required to sit or stand, walk, talk, and listen; the employee may occasionally have to stoop, bend, reach, and lift up to 20 pounds. Employees need manual dexterity to operate standard office equipment and a personal computer, clarity of speech and hearing or other communication capabilities to discern verbal instructions and to communicate effectively with others and visual acuity to comprehend written work instructions and review, evaluate, and prepare a variety of written materials and documents.
Seniority level Entry level
Employment type Full‑time
Job function Administrative
Industries Higher Education
Referrals increase your chances of interviewing at Hebrew Union College by 2x
Get notified about new Executive Assistant jobs in
Cincinnati, OH .
#J-18808-Ljbffr