Executive Assistant to the Provost

at  Simpson University

The Executive Assistant to the Provost provides administrative support to the Provost and coordination of the office of Academic Affairs. The primary responsibilities of the position include Assisting the Provost with project planning, scheduling, preparation of academic reports, maintenance of faculty handbook, coordinating commencement activities, and maintaining academic policies and procedures.

QUALIFICATIONS:

• Three to five years of administrative support experience required
• Bachelor’s degree required
• Understanding of the university academic environment
• Exemplary customer service and interpersonal skills
• Exemplary organizational skills in the performance of job duties
• Ability to maintain confidentiality of all information, data, and records
• Proficient with Microsoft Office software applications (e.g. Word, Excel, PowerPoint, etc.)
• Willingness to learn new software applications, as needed
• Ability to take initiative
• High level of integrity

PHYSICAL REQUIREMENTS:

Job Title:
Academic Affairs Coordinator

ESSENTIAL FUNCTIONS:

• Coordinates and performs diverse administrative duties, including serving as a customer representative for the Academic Affairs Office.
• Maintains all academic office files, forms, data bases, lists, records, Academic policies and Academic webpages.
• Assists the Provost by scheduling appointments and meetings, screening phone calls, greeting visitors, collecting data, and producing reports.
• Maintains and orders office supplies, plaques/certificates, etc. for the academic office
• Prepares work orders, check requests, payment authorizations, and pay reports as needed
• Maintains and updates the Academic Calendar, University Catalog, Faculty Handbook, Academic Policy and Procedure Manual, and other academic publications and event programs
• Makes arrangements for faculty meetings, retreats and in-service events
• Organizes new faculty yearlong orientation process
• Assists with coordination of faculty vacancy notices, interviews, and contracts.
• Prepares other reports, summaries, or replies to inquiries selecting relevant information from a variety of sources, including reports from outside agencies
• Monitors monthly budget reports for the academic office as directed
• Prepares adjunct payment forms and faculty pay memos for human resources and finance office at beginning of each semester and summer term
• Prepares payment authorizations for faculty overloads, directed and independent studies, internships, student teacher supervisors, on-line courses, and other duties as determined by the department chairs and approved by the Associate Provost
• Responsible for organizing fall convocation
• Organizes and coordinates commencement ceremonies, chairs Commencement Planning Committee.
• Provides scheduling support to the Associate Provost/Dean of Arts & Science.
• Assists in the WASC reporting process
• Works closely with the Executive Assistant to the President to coordinate university activities, projects, and events involving the Provost.

ESSENTIAL PHYSICAL TASKS:

(List all physical tasks encountered in performing essential functions - i.e. sitting for long periods of time using a computer, standing, climbing ladders, etc.)
Sitting for long periods of time using a computer

ANALYSIS OF PHYSICAL DEMANDS TO PERFORM ESSENTIAL FUNCTIONS:

Key (Based on typical week):
N=Never
R=Rarely (Less than 1 hour per week)
O=Occasional (1%-33% of time)
F=Frequent (34%-66% of time)
C=Constant (over 66% of time)