Executive Operations Manager & Assistant to the Provost at SAN FRANCISCO CONSERVATORY OF MUSIC

San Francisco, California, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Aug, 26

Salary

80000.0

Posted On

16 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Executive Support, Meeting Coordination, Project Management, Inter-departmental Communication, Faculty Onboarding, Budget Review Support, Event Planning, Hospitality Management, Minute Taking, Expense Resolution, Relationship Building

Industry

Description

Description The Executive Operations Manager & Assistant to the Provost is at the center of all activities related to the Office of the Provost and the Executive Office. As such, the incumbent will: Manages the Provost’s calendar, coordinates meetings, screens calls, processes and distributes mail, provides hospitality to visitors, leads facility tours to VIP guests, maintains files, makes travel arrangements, resolves credit card expenses, and drafts community correspondence. Serves as the primary point of contact for the Office of the Provost and responds to inquiries from students, faculty and staff, often resolving questions or directing them to appropriate offices such as Student Affairs, Human Resources, the Registrar, Financial Aid, Dean or the Provost. Acts as a liaison between the Provost and their direct reports to maintain standards of communication, ensure team deliverables are clear, and overall operations run smoothly. Timekeep for the President and Provost to ensure punctuality and smooth transitions between meetings. Builds relationships with faculty, students, staff, leadership, and the Board of Trustees to establish ease of communication, workflow, and trust. Identifies areas of improvement, particularly within inter-departmental communication and project management, and solves core problems associated with those processes. Supports faculty and academic staff job searches, and the faculty onboarding process from letters of intent to paperwork completion, badge creation, and orientation based on guidance from the Provost, President's Office, Academic Affairs, Human Resources. Prepares and distributes agendas and supporting materials and takes minutes for two primary faculty groups (FEC and All Faculty) in addition to search committees (as appropriate) on behalf of the Provost. Prepares, revises, and schedules annual performance reviews for direct reports of the Provost and monitors faculty and academic staff reviews as completed. Books and prints materials for quarterly budget review meetings with the Provost and various budget managers. Supports management of 10 guest apartments within the Bowes Center under the direction of the President's Office. Duties include sending weekly confirmation emails to guests and updating the custodial turnover schedule. Welcome and assist visitors to the Executive Office Suite, including trustees, faculty, staff, students, and donors, maintaining a professional and welcoming environment. Provide hospitality and additional logistical support for institutional events, including Convocation, In-Service Day, Commencement, and other key community gatherings. Assist with planning and hospitality for lunches and coffee meetings for both the President and Provost. Print prepared materials and prepare hospitality for Board of Trustees and committee meetings. Organize and stock the office suite, including hospitality and supply areas. Distribute mail and packages, and resolve credit card expenses for all parties in the Offices of the President and Provost. Assist in redirecting or resolving, with the President or Provost, time-sensitive inquiries when the Office of the President staff is out of the office. Requirements On-Site position

Responsibilities

Provides high-level administrative and operational support to the Provost and President, managing calendars, communications, and office logistics. Acts as a primary liaison between leadership and stakeholders while overseeing faculty onboarding and institutional event hospitality.