Position Summary:The Executive Assistant to the Provost/Dean of the University provides high level, detailed direct assistance to the provost in performing the duties of the chief academic officer; manages the day-to-day affairs of the office in support of the work of the provost and the academic affairs division; maintains a welcoming environment for constituents across the campus community and guests; and appropriately responds to internal and external inquiries directed to the provost's office.
Essential Job Functions and Responsibilities:
Effectively maintains and monitors the provost's schedule of appointments and events; interacts with colleagues across campus to ensure the provost has necessary materials for appointments and events; arranges, monitors, and adjusts travel schedules; evaluates requests for appointments according to established and emerging priorities; serves as liaison with the provost's direct reports to ensure the provost has needed information for appointments.
Serves as first-line resource for deans, faculty, and staff regarding university policy and procedure, maintaining a thorough knowledge of campus resources.
Administers the faculty contract system, including annual revisions of the salary scale, drafting of appointment letters for new hires, and preparation of annual contracts for continuing faculty.
Manages files for the Faculty Advancement Committee and assists the Committee and the provost in monitoring compliance with all Faculty Code procedures at the committee and departmental levels.
Supports the faculty recruitment process, including budget administration, coordination of annual guidelines with Human Resources, scheduling appointments and assisting department support staff and chairs in all matters pertaining to candidate visits to campus.
Assists in preparing reports, surveys, and studies, using spreadsheet and database software.
Maintains the provost's office files, both digital and hard-copy, and reviews, updates, and maintains archival files for the provost's office. Maintains the faculty database.
Schedules annual tasks of the provost's office, and develops effective processes to ensure their timely accomplishment.
Prepares documents and correspondence for the provost's signature.
Coordinates events sponsored by the provost's office.
Administers the provost's office budget and faculty recruitment budget.
Utilizes information and communication technology to ensure effective processes and practices and efficient use of human and financial resources.
Other duties as needed.
This position does not have direct supervisory authority, with the exception of temp-on-call staff, if needed. However, the position works closely with administrative support staff in academic and other departments.
Administers the provost's office operating budget and the faculty recruitment budget.
Bachelor's degree or equivalent combination of education and experience, plus two years of increasingly responsible administrative support experience, preferably at the senior level.
Demonstrated ability to effectively manage changing priorities and multiple tasks in deadline-driven, high-volume, fast-paced office environment. Demonstrated attentiveness to detail and ability to follow through on initiatives while managing a large and varied workload and workload demands.
Demonstrated ability to work in a collegial, consultative and collaborative manner, using sound judgement.
Capacity to learn quickly and accurately, and effectively analyze information.
Ability to work well under pressure and to meet deadlines and to manage projects and priorities independently.
Ability to work independently and with minimal supervision.
Developed technology skills, including knowledge of Word, Excel, database systems, Internet resources and email; familiarity with PeopleSoft, G Suite, and Microsoft Outlook preferred.
Skill in examining and refining operations and procedures and developing and implementing new strategies within the scope of defined responsibilities.
Strong oral, written and interpersonal communication skills employed in interactions with faculty, staff, students and campus guests.
Demonstrated ability to draft error-free, audience-specific professional communications for a wide range of constituents; demonstrated exceptional proofreading skills and knowledge of grammar, standards of professional correspondence.
Ability to respectfully work, communicate, and work cooperatively within a diverse campus community.
Experience with or understanding of higher education preferred.
Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
This position is Exempt from the provisions of the Fair Labor Standards Act.
Application Deadline: Interested individuals are encouraged to submit application materials no later than December 9, 2019 to ensure consideration.
Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.
We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
About Puget Sound Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nations most prestigious academic honorary society. Visit 'About Puget Sound' (http://www.pugetsound.edu/about) to learn more about the college.
As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA
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Puget Sound is a highly selective liberal arts college located in Tacoma, Washington. Founded in 1888, the University of Puget Sound is rich in history and traditions enjoyed by generations of students, faculty, and community members. Puget Sound offers a four-year curriculum in the liberal arts tradition with more than 50 traditional and interdisciplinary programs as well as selected graduate programs that build effectively on a liberal arts foundation.