Executive assistant office
Location
Santa Clara, CA | United States
Job description
Executive Assistant, Office of the Provost
Position Title: Executive Assistant, Office of the Provost
Position Type: Regular
Hiring Range: $29.38 - $33.77/hour; commensurate with experience
Pay Frequency: Hourly
The first review date of applications will be on March 4, 2024. POSITION PURPOSE The Executive Assistant (EA) provides high-level and direct administrative support to the Executive Vice President/Provost and to the Vice Provost for Academic Affairs. The EA also collaborates with an Administrative Associate to provide support for the Office of the Provost.
This role requires a level of professionalism consistent with the stature of a position supporting the chief academic officer within the University.
ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Support for Executive Vice President/Provost and Vice Provost for Academic Affairs (65%) - Provide high level administrative support, utilizing tact, diplomacy, discretion, and confidentiality as required on a variety of complex and sensitive issues.
- Conduct research, including gathering and analyzing source and background materials; consult with various University personnel to gather institutional data; develop summaries and briefings of data as required.
- Prepare and maintain data, records and documents associated with meetings, as assigned by the EVP/Provost and the Vice Provost, as well as confidential documents.
- Manage special projects of the EVP/Provost and Vice Provost in order to expedite the successful and timely implementation of initiatives related to the University's academic programs.
- Consult, interact, and collaborate with faculty, other internal/external staff, and/or consultants regarding high priority projects of the EVP/Provost and Vice Provost.
- Manage busy and constantly changing calendars of meetings, events, and travel of the EVP/Provost and Vice Provost for Academic Affairs.
- Support the work of search committees, including committee meeting coordination, candidate communication, logistics of campus interviews, etc.
- Draft routine correspondence (e.g., emails, letters, memoranda, reports, etc.) and presentation materials.
- Manage documents and electronic file sharing systems.
2. Planning and Support of EVP Provost's and Vice Provost's Meetings and Significant University Events (20%) - Develop drafts of agenda and meetings minutes. Distribute materials to participants for meetings convened by the EVP/Provost or Vice Provost.
- Plan, manage, and oversee scheduling and logistics for meetings hosted by the EVP/Provost or Vice Provost for Academic Affairs. These include committee meetings with Trustees, senior administrative leaders, faculty, and staff.
- Provide staffing support to University committees as assigned (e.g. Academic Affairs committee)
- Help prepare scripts for undergraduate and graduate commencements, honors and awards convocation, and other events as needed.
- Coordinates the logistical planning and implementation of Provost Office events, including working with campus catering, Media Services, and Facilities, and other campus support units as necessary to execute events
3. General Administrative Support for the Office of the Provost (15%) - Ensure all administrative activities of the Office of the Provost are conducted seamlessly through careful attention to detail and consistent follow-up and oversight.
- Work in collaboration with an Administrative Associate, as a cross-trained team, to provide office coverage, greet guests, handle and refer incoming calls and emails, open and distribute incoming mail and other correspondence, coordinate arrangements for food and beverage service, and coordinate related office support service.
- Manage receipts, expenses, and finances for the EVP/Provost or Vice Provost through Workday, ensuring accurate record-keeping, and adherence to financial procedures.
- Support campus communications including preparing HTML-formatted email and moderation of email listservs.
- Address situations, problems, and issues that arise in the Office of the Provost, either by personally handling them or referring them to the appropriate member of the EVP/Provost's staff for resolution.
- Contribute to a tone of high service quality and proper decorum in the Office of the Provost.
4. Other duties as assigned QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.
Knowledge - Understanding of higher education and academic administration.
- Familiarity with Santa Clara University organizational structure, particularly the EVP/Provost's organization and campus offices that interact with the Provost's Office.
- Understanding of the values and ideals of Jesuit education.
Skills - Skill in establishing and maintaining cooperative and effective working relationships within the Office of the Provost; with all levels of students, faculty, administrators, staff; and with external parties.
- Skill in handling multiple tasks simultaneously, ensuring follow through, prioritizing on-going tasks and projects, and being flexible and responsive to unexpected shifts in workflow.
- Superior organizational, planning, and prioritization skills.
- Skill in drafting business correspondence, minutes, and briefings.
- Skill in gathering information for briefings that may include compiling materials from various sources and fact-finding.
- Critical thinking and problem-solving skills.
- Exceptional interpersonal, oral, and written communication skills.
- Demonstrated record of sound judgment.
- Strong customer service and diplomacy skills.
- Advanced level computer skills using the Microsoft Office Suite and Google Workplace Applications. Experience with Workday and web publishing tools such as Terminal 4, is preferred
Abilities - Ability to take initiative and work independently.
- Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy.
- Ability to provide high level of attention to accuracy and detail.
- Ability to work with diverse students, faculty, staff, administrators and other stakeholders.
- Ability to reflect, articulate and promote the mission, vision, and identity of the University.
Education - Bachelor's Degree required or equivalent related experience.
Years of Experience - Minimum of five years of experience in an administrative office; experience in academic administration or higher education preferred.
PHYSICAL DEMANDS The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
- Considerable time is spent at a desk using a computer terminal.
- May be required to travel to other buildings on the campus.
- May be required to attend conference and training sessions within the Bay Area or in- or out-of-state locations.
- May be required to occasionally travel to outside customers, vendors, or suppliers.
WORK ENVIRONMENT The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
- Typical office environment
- Mostly indoor office environment
- Offices with equipment noise
- Offices with frequent interruptions
COVID-19 Statement The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.
EEO Statement Equal Opportunity/Notice of Nondiscrimination Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see
Title IX of the Education Amendments of 1972 Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at Information about Section 504 and the ADA Coordinator can be found at (408) 554-4109,
[email protected]. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at
[email protected].
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