Executive Assistant to the Provost

Apply now Job no: 498269
Department: Office of the Provost
Work type: staff full-time exempt
Location: Huntsville, AL
Categories: Executive

Purpose of the Position:

The Executive Assistant (EA) provides executive-level support to the Provost and Executive Vice President for Academic Affairs and Associate Provost. This role requires a level of professionalism consistent with the stature and position of a senior academic officer within the University.

• Provide executive administrative support to the Provost
• Manage the day-to-day operations of the office of Academic Affairs; address or refer to issues as they arise
• Manage calendars of meetings, events, and travel of the provost and associate provost
• Communicate with upper administration, Office of Counsel, deans, directors, faculty, staff, and students
• Provide administrative support, including agenda preparation, for Councils of Deans, Associate Deans, and Directors; Strategic Planning Committee; senior level university standing committees; University Review Board; Dean Search Committees; standing meetings
• Manage the five-year and midterm reviews of deans and directors
• Facilitate the promotion and tenure review process; faculty reappointments; annual evaluations; sabbatical leave requests
• Maintain faculty records and annual compliance reports
• Conduct research; compile and analyze source materials for SACSCOC reviews
• Manage the policy review process according to the Policy on Policies
• Provide executive administrative assistance to the UA System Staff and Board of Trustees
• Communicate with UA System Staff, Sr. Vice Chancellor, ACHE Director of Academic Affairs, SACSCOC administrators, community industry partners, donors
• Compose documents for submission to UA System Board of Trustees and ACHE, including all resolutions and transmittal of NISPs, proposals, alterations, emeritus appointments, and information items
• Prepare prospectuses and transmittal documents for SACSCOC Substantive Changes
Manage and oversee the execution of fall and spring commencements, including venue and vendor contracts; delegation of responsibilities; communication with faculty and dignitaries; transportation of supplies; solicitation of an honorary degree and mace bearer nominations; and support of the registrar’s office
• Facilitate the selection of the Top Scholars; manage preparation and execution of the recognition event/reception
• Lead the collaboration with HR and OVPRED to prepare for and execute the annual university awards, including the call for nominations, formation of selection committees, securing reception venue, catering, awards, and communications
• Facilitate other meetings and events as needed
• Provide leadership and professional development for academic affairs staff; maintain a cyclical calendar and establish workflow expectations;
• Ensure all administrative activities of the Office of the Provost are managed appropriately;
• Provide consistent follow-up and oversight to academic affairs staff

Minimum Requirements:

• Bachelor's degree and/or an equivalent combination of education and years of experience
• 8-10 years of full-time verifiable professional high-level administrative work experience reporting to a senior level or executive level manager
• Proficiency with Microsoft Office Suite
• Knowledge of budget administration
• Excellent verbal and written communication skills and interpersonal skills
• Strong proof-reading and editing skills
• Strong organizational and analytical skills
• Must be able to meet deadlines and work under pressure in a complex environment

Desired Qualifications:

• Master's degree is preferred
• 12 or more years of experience is desired
• Knowledge of UAH's Academic hierarchy, systems, and policies is preferred
• Previous supervisory experience is desired
• Experience in a university setting is preferred

Published Salary (if available):

$66,350 - $82,937

Advertised: Central Daylight Time
Applications close:

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Please note, job openings are posted for a minimum of three (3) business days and may be removed from the job posting board and filled any time after the minimum posting period has ended.