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New College of Florida · 1 month ago

Administrative Assistant, Provost Office

Sarasota, FL

Full-time

Onsite

Entry Level

4+ years exp

New College of Florida is seeking an Administrative Assistant for the Provost Office, responsible for providing comprehensive administrative support to the Provost and various departments. The role includes budget management, scheduling, event coordination, and serving as a liaison with other university officials and external organizations.

Higher Education

Responsibilities

This position administratively assists with all matters involving the Office of the Provost

Responsible for assisting with the planning, monitoring, controlling and conducting budget expenditures including budget reconciliation, purchasing, expense reports, travel authorization and reimbursement and purchasing card (pcard) for the following departments/units:

Administratively assisting Office of the Provost, and additional departments/programs that report to provost office:

Interdisciplinary Programs

Institutional Research & Assessment

Writing Resource Center

Academic Resource Center

Quality Enhancement Program (QEP)

Provides administrative support for the annual summer faculty development cycle, as the point person for in-taking proposals, and creating/sending award notices

Assist with the tracking of requests, prioritizes work, works with the provost to monitor the work plans and work products of all units within Academic Affairs

Assist Provost and Direct Report D with administrative duties such as events, guest speakers, public events and ticketing when needed. Maintaining social media accounts, ordering books and announcements

Maintains the Provost calendar, schedules appointments, and screen calls, and makes travel arrangements for Provost

Makes arrangements for meetings with the Direct Reports, federal, state, and local officials. Researches and gathers background data for items that require the Provost’s personal attention and prioritizes those items. Meets with the Provost daily to brief the provost on incoming correspondence and other daily events

Coordinates and when necessary, supports faculty committee activities (including those of the Provost’s Advisory Committee, the Educational Policy Committee, the Faculty Appointments and Status Committee, and ad hoc committees)

Assists the Provost in daily activities and serves as a liaison to the President, VP for Finance and Administration, Deans, Division Chairs, program directors, local and regional organizations, the Board of Governors, and the Board of Trustees

Coordinates responses to inquiries, correspondence, complaints, and requests received by the Provost’s Office

Coordinates faculty meetings and events, including the Academic Administrative Council, visiting speakers, and campus colloquia

Attend bi-weekly 1.5-hour AAC meetings, taking notes for approval, and follow up on action items

Responsible for maintaining confidential data

Responsible for budget reconciliation, purchasing, travel authorization/reimbursement for the Provost’s Office – Serves as a liaison with the Business Office and Human Resources. Coordinates Faculty visits

Secures final approval and processes paperwork for all Provost appointments. Submits leave reports and maintains leave records for the Office of the Provost. Provides staff support for monthly faculty meetings, and the Direct Reports

Collects data from various departments and units and assembles reports for special projects required by the Provost to support participation on various national, local, and university councils, task forces and associations

Coordinates and arranges social events

Other duties as assigned