00001054 - Executive Assistant to the Provost

Provides executive-level administrative assistance to the Provost.  Performs all general office management activities for the Provost.  Assists with performance of general office management activities, as needed, for the Vice President for Administration and Finance.

Requisition ID:
Position Number: 00001054
Employee Group  Professional, Management and Administration
Schedule: 40 hours/52 weeks
Compensation:
Benefits: Full-time Part-time Limited Benefits
Reports to:
Posting Opens:
Posting Closes: 

ESSENTIAL FUNCTIONS

• Operate an efficient office and provide high-level support to the Provost

• Provide general support for the Vice President of Financial Services, including, as needed, answering phones, scheduling meetings, maintaining calendars (GroupWise), and other general tasks as requested

• Act as initial point of contact for internal and external customers, providing support, responding to questions and working to resolve issues as appropriate, while using excellent judgment and problem-solving when dealing with sensitive and/or confidential information

• Promote a positive image of the Provost and College as a whole by ensuring that all communications, both oral and written, adhere to professionally accepted standards

• Provide administrative support to Deans' Council—taking meeting notes, accurately transcribing, distributing and filing accordingly; tracking and preparing agendas; sending appointments, reserving meeting rooms and coordinating events

• Assist in the logistics of meetings for ProDeans’, Deans’ Council, AGC, including joint meetings with administration from other Colleges/Universities

• Manage the college’s process for discretionary release time and equated overload - responsible for notification (correspondence) to faculty of EOL/Release Time hours, tracking acceptance of assignments and communication of hours to Deans' office for pay

• Maintain Provost’s daily and weekly schedule/calendar

• Keep the Provost apprised of issues affecting the office

• Assist with any official College Accreditation visits

• Provide administrative support to the Academic Governing Council--Preparation of AGC voting slides, maintaining email groups, sending appointments

• Process HR documents that require Provost approval (PAF's, SAAR's and other miscellaneous forms)  

• Responsible for design and publication of monthly Provost newsletter

• Responsible for updates and publication of the Academic and Student Affairs directory on a yearly basis

• Maintain Provost budget and provide analysis as requested. Process all financials (purchase orders, bills, pro-cards) for Provost. Responsible for budget oversight of appropriate accounts for the Provost Office and identification of trends in over/under spending

• Track mid-year and new-year budget, space, and IT requests

• Track mid-year and new departmental plans

• Maintain accurate payroll and evaluation records for all Provost direct reports

• Develop with Provost the office departmental plan and monitor progress  

• Responsible for managing, organizing, and maintaining all files for the Provost Office and files for Financial Services, as requested

• Responsible for maintaining sensitive and confidential information, including confidential materials for collective bargaining

• Responsible for maintaining Provost and Deans’ Council webpages

• Responsible for making appropriate travel arrangements for Provost as requested

• Perform special projects as required and deemed appropriate to accomplish the functions of the Provost Office

• Responsible for accurately updating and developing various departmental, public, or internal documents 

• Coordinate the scheduling of all meetings for Administration Conference Room 226

• Ability to anticipate needs of the office (when supplies or food/beverages need to be ordered) and of their supported executives (travel needs, catering/other needs for in-office meetings)

• Ability to travel for general office errands

• Accept, sign for, and deliver packages and mail

• Team player, willing to step in when needed and support other executive assistants.  Has flexibility to work longer hours during busy times (both before and after regular business hours), willingness to coordinate lunch/vacation times with other staff to ensure coverage of office

• This role is a Campus Security Authority (CSA). CSAs will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.

• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position

• Performs other related duties as assigned

JOB SPECIFICATIONS

Educational Credentials

• Bachelor’s degree or equivalent combination of education and experience required

• National Career Readiness Certificate (NCRC) preferred

Work Experience

• A minimum of three or more years of secretarial or administrative assisting experience required. Executive support experience preferred

• Experience communicating and working effectively with diverse populations

Skills

• (List five to six essential skills/competencies required for the position)

Physical Demands

• Requires long periods of sitting, inputting information into a computer

• Effectively serve in a customer service office environment

• Reading, math calculating, writing, listening, speaking and answering the phone or other physical demands of the position

• Must be able to lift up to 20 pounds, bend, twist, and ambulate around campus

Mental Demands

• High energy level with enthusiasm and interest in helping and supporting staff, students and general public in a demanding work environment

• Ability to work under pressure.  Possess mature judgment, flexibility in regards to interruptions and ability to handle difficult situations

• Demonstrate initiative and problem-solving abilities

• Ability to perform routine and unexpected duties with minimal supervision

• Professional and Friendly while able to act as first point of contact

• Attention to detail, follow-up and excellent organizational skills

• Ability to treat sensitive/confidential information with appropriate discretion

• Strong sense of urgency, adaptability, flexibility and resourcefulness

• The ability to function professionally under pressure, while managing multiple concurrent projects and deadlines

• Proven competencies in software applications and programs, particularly Microsoft Office, including Excel, Word, Power Point, and GroupWise. Excellent word processing and file management skills

• Good working knowledge of office equipment and procedures including computers, photocopiers, printers, fax machines, mailing equipment, telephone systems, filing systems, etc.

• Must possess personal tact, discretion and good judgment. Excellent interpersonal, written and verbal communication skills

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.

• Ability to work independently and with groups

• Ability to work in a fast paced, indoor office environment

• May require occasional evening hours

• Some travel may be required to participate in professional organizations and conferences