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Keck Graduate Institute · 1 day ago

Executive Assistant to the Provost and Vice President of Academic Affairs

Claremont, CA

Full-time

Onsite

Senior Level

$33.65/hr - $38.46/hr

5+ years exp

Keck Graduate Institute (KGI) is a higher education institution dedicated to applied life sciences. The Executive Assistant to the Provost will provide high-level management and administrative support to the Office of the Provost, while also serving as a liaison and managing various academic affairs projects.

EducationHigher Education

No H1B

Responsibilities

Serve as first point of contact for the Office of the Provost. Exercise judgment and discretion in handling all incoming inquiries, telephone calls, mail, and electronic correspondence for the Office of the Provost, ensuring requests for action and information are relayed to the appropriate staff members

Serve as liaison between the Provost and all internal and external contacts, providing assignments, instructions, and follow-up. Acquire background information for meetings/projects that involve the Provost. Serve as a primary contact for the Provost’s Office responding to inquiries from faculty, staff, students, Trustees, alumni, and external stakeholders. Ensures timely responses and anticipates need proactively

Coordinate academic affairs faculty and/or student activities; schedule, compile, and analyze for: course/faculty evaluations, peer evaluation, and other assessment tools; prepare annual academic affairs report; prepare academic affairs Dean’s List and graduation documentation; oversight of yearly academic schedule submission; assist the Provost with budget management; take minutes for Provost leadership/faculty/BOT AA meetings; submit website updates to Marketing and Communications, and maintain confidential files for faculty and students

Reconcile financial and credit card accounts for the Provost; make travel arrangements; schedule meetings; manage high-volume calendars; organize meeting preparatory materials; ensure meeting follow up as required; respond to routine inquiries and exercise discretion in knowing to whom, and how to route incoming inquiries; perform data entry as needed; attend relevant meetings as required

Represents and supports the Provost through high quality written communication including drafting emails, managing follow up, and coordinating responses on their behalf

Acts as an extension of the Provost by proactively initiating follow up on their behalf, ensuring that action items, commitments, and deadlines are tracked and completed to move priorities forward

Support maintenance of Box files and Academic Affairs records, including processes, policies, action items, SOPs, and committee charters/memberships

Demonstrate strong initiative by recognizing gaps or opportunities, investigating potential tools or processes and assessing their suitability for the Provost’s Office

Provide support to the Associate Vice Provost of Academic Effectiveness and Faculty Development. Edit, format and compile accreditation, curriculum, and assessment documents; maintain current syllabi files

Manage administrative support related to ongoing institutional projects, including, but not limited to, searches, new academic programs, external contracts, and activities involving The Claremont Colleges consortium and its member institutions

Plan and organize events for Academic Affairs including the Academic Affairs Holiday Party and the Academic Affairs Awards Ceremony

Host regular meetings with Academic Affairs staff, support goal setting and outcomes, and support efficiency of support. Manage Academic Affairs staff resources and communication. Assist with Academic Affairs staff onboarding

Recruit and supervise Graduate Assistants

Other duties as assigned

Qualification

Higher education administrationEvent planningMicrosoft Office SuiteProject managementAnalytical skillsCustomer serviceWritten communicationOrganizational skillsProactive initiativeDiversity competenceTeamworkAttention to detailConfidentiality

Required

A bachelor's degree in business or a related field is required

Five or more years of demonstrated professional success in higher education office administration with increasing responsibility, including experience supporting senior academic leaders (i.e., Dean, Provost, etc.)

Ability to independently perform complex tasks and to prioritize multiple projects

Proactive self-starter that is able to operate efficiently with minimal supervision

Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling)

Strong analytical and organizational skills with attention to detail

Proficient computer, online system, and web skills

Proficient with Microsoft Office Suite and video conferencing software

Ability to maintain the highest level of confidentiality

Ability to work comfortably, respectfully, and competently with people of diverse backgrounds

Ability to handle multiple responsibilities simultaneously

Preferred

A master's degree is preferred

An equivalent combination of education, training, and experience that provides the required knowledge, skills, and ability to perform the job may be considered

Familiarity with Canvas, Workday, and student information system preferred

Experience planning and coordinating large scale events in alignment with budget

Marketing and graphic design experience is a value add