The Executive Assistant (EA) to the Provost reports to the Provost/VPAA and provides core administrative and project management support for the Office of the Provost. To this end, the EA manages and facilitates the calendars, meeting schedules, office budget, communications, events, and special projects associated with the office, and assists the Provost in the management of other units within the office portfolio, including academics, athletics, communications, faculty, financial aid, marketing and enrollment, registration, and student development. The EA also facilitates communication and cooperation between the Office of the Provost and the University’s executive leadership, including the Board of Trustees, the President, and the University’s Leadership Team. In exercising these duties, the EA demonstrates prudent judgement and discretion, works effectively and collaboratively with others, and exemplifies a professional ethos to all internal and external constituencies of the University.
Organizes the daily operations of the Provost’s office; its systems, procedures, schedules, and workflows.
Processes and tracks HR/payroll/financial forms and documentation pertaining to the work of the Provost in relation to Academic Affairs, Student Development, Athletics, Enrollment, Marketing, Communications, Registration, and Financial Aid Teams.
Maintains the Provost’s calendar, schedules appointments (including arrangements for meeting space, etc), and all regular meetings with direct reports and teams. Attends meetings with Provost when requested.
4. Coordinates regularly scheduled meetings as follows:
of the Provost with direct reports [as needed];
of the Provost/Deans Strategy meeting [monthly],
of the Provost’s Collegium [monthly];
of the University Educational and Policy Curriculum Committee (UEPCC) [three times annually];
of the Provost and Senate strategy meetings [two times per semester];
of the Deans Council [monthly].
Prepares and distributes agendas and materials for the meetings listed above, taking minutes and distributing and archiving the results as necessary and appropriate.
Attends other University meetings and events as required.
Prepares correspondence, reports, and documents as requested by the Provost.
Receives and screens incoming telephone calls in a professional manner.
Responsible for the organization, preparation and distribution of the Academic and Student Development (ASD) Committee of the Board of Trustees meeting agendas, materials, and minutes. Meetings typically occur in February, May, and November.
Attend and take minutes at the ASD Committee meetings, and prepare and distribute any necessary follow-up documentation.
Maintains a current “Procedures Manual” for the Office of the Provost.
Co-leads monthly Academic Administrative Team meetings with Coordinator for Academic Operations.
Takes initiative to proactively and reactively solve problems.
Embodies values of caring and compassion, justice and integrity, competence and affirmation.
Seeks to treat each member of the campus community with fairness, dignity and respect, seeking a spirit of unity and harmony as we join together to achieve our common mission.
Other duties and projects as assigned by the Provost.
Event and Publication Duties
Responsible for the coordination of Windows on the World, Eastern’s academic lecture series; inviting guests, assisting with travel/accommodation, visit schedules, reserving spaces, etc.; 6 events per year.
Collects and distributes Enrollment and Marketing news through the monthly e-newsletter, Pathways, utilizing Vertical Response email marketing software.
Serves as a key leader on the University commencement team, with a primary role in preparations for the ceremony, printed program, regalia orders, commencement scripts, and general communication with the community and faculty.
Responsible for all aspects of the Academic Convocation, held annually on the Friday after the first day of the Fall semester.
Works with Coordinator of Academic Operations to generate annual faculty covenants, using a Microsoft Access database.
Manages, with the Provost and faculty, editorial changes to the Faculty Handbook and ensures that up-to-date copies are posted appropriately.
Collaborates with the academic administration and faculty to manage the search and hire process for new faculty.
Manages the selection and award processes for the Lindback Distinguished Teaching Award, Provost Fellowship Grants, and Summer Stipend Award.
Manages Endowed Chair expenses.
Publishes a semi-annual schedule of University Faculty Meetings and Events.
Works with Faculty Senate Moderator to schedule faculty meetings and reserve space; communicates reminders and sends agendas to the faculty.
In collaboration with the Deans and Chair of the Faculty Promotion Committee, coordinates promotion, tenure, and sabbatical processes. After Board of Trustees approvals, prepares and distributes letters to newly promoted/tenured/reaffirmed faculty. Posts letters on shared drive in electronic faculty files.
Valid driver’s license or adequate means of transportation.
Schedule flexibility for some weekend and evening hours.
At least 3 years of administrative support experience.
Able to work independently, without significant supervision.
Not only recognizes but solves problems.
Responds flexibly to rapidly changing situations.
Understands and is committed to the Christian mission of Eastern University.
Knowledge, Skills and Abilities
Excellent writing and editing skills.
Adequate typing skilles (minimum of 60 words per minute).
Solid Skills in Desktop Software (MS Word, Excel, Powerpoint, email).
Quantitative aptitude to manage data and financial information.
Internal Number: 389
About Eastern University
Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, Seminary, urban, professional and international programs. Applicants should have a religious commitment compatible with its mission. The university complies with federal and state guidelines of nondiscrimination in employment; members of the protected classes are encouraged to apply.