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Executive Assistant to Provost

Apply now Job no: 492653
Work Type: Staff full-time
Location: Abilene
Categories: Executive

About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position Executive Assistant to Provost
Posting Location Abilene, TX
Department Office of the Provost
Employee Class Nonexempt Full time
Basic Responsibilities A. Supervise administrative, secretarial, and clerical duties for the Office of the Provost.
B. Provide administrative support for the Provost and Vice Provost.
C. Recruit, hire, train and supervise Office Assistant and student employees.
D. Coordinate various aspects of May and December commencements.
Essential Duties

A. Supervise administrative, secretarial, and clerical duties for the Office of the Provost.

1. Schedule appointments and travel for the Provost and Vice Provost and keep detailed itineraries.
2. Coordinate with Academic Operations Manager regarding Office of the Provost administration.
3. Reconcile all purchasing card and travel card statements for Provost’s staff.
4. Keep updated calendar of all trips.
5. Coordinate internal and external events for Provost’s lunches, dinners, receptions, and other venues at on-campus and off-campus locations.
6. Coordinate with the Provost and Vice Provost for involvement in events, including the agenda and presentation materials.
7. Ensure faculty funding letters are prepared, signed and mailed in a timely manner, under the direction of the Academic Operations Manager.
8. Serve as a backup to student employees to greet visitors and to receive, screen and redirect phone calls.

B. Provide administrative support for the Provost and Vice Provost.

1. Maintain the calendar and schedules of both the Provost and Vice Provost.
2. Upon direction of the Provost and Vice Provost, send emails and write letters on their behalf.
3. Upon direction of Provost and Vice Provost, prepare meeting and presentations.
4. Create and maintain Mail Chimp email lists; prepare and send emails through MailChimp as directed by the Provost and Vice Provost.

C. Recruit, hire, train and supervise Office Assistant and student employees.

1. Determine student employee staffing levels in coordination with Academic Operations Manager.
2. Hire student employees in coordination with Academic Operations Manager.
3. Train Office Assistant in all aspects of the daily operations of the Provost’s Office and maintain up-to-date training manual.
4. Oversee the training for student employees provided by the Office Assistant, and provide guidance as needed to ensure they are providing exceptional customer service, are performing their tasks well and are motivated to perform at a high level.

D. Coordinate various aspects of May and December commencements.

1. Upon the direction of the Provost, determine participants in the commencement program.
2. Review script and ensure all steps to the ceremony are included.
3. Prepare seating chart and processional order.
4. In conjunction with the President’s Office, prepare script for provost and commencement participants.

Professional Development Requirements  
Qualifications

A. Education and Skills

1. College degree preferred but not required
2. At least 5 years substantive administrative assistant experience required
3. Excellent grammar and proofing skills
4. Ability to organize and manage multiple systems of information with attention to detail
5. Working knowledge of Google Platform, Microsoft Office suite – Word, Excel, PowerPoint
6. Working knowledge of Banner

B. Personal

1. Positive and professional attitude
2. Ability to keep information confidential
3. Flexibility
4. Dependability
5. High initiative and critical thinking
6. Ability to manage multiple tasks simultaneously
7. Ability to work well with a wide range of constituencies

Physical Demands A. Work extended hours at certain times of the year
B. Handle stress well (high volume and high speed demands).
Additional Information

ACU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets.  Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

 

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