The Special Assistant supports the Executive Vice President and Provost and coordinates the Provost’s activities to support the effectiveness of the senior academic leadership team (which includes the Provost’s direct reports). The position provides specialized administrative and project support to the Provost and manages faculty load, contracts, and other confidential faculty systems and records. The Special Assistant is responsible for sensitive and confidential material in the Office of the Provost and Academic Affairs, related to personnel, budget, grievance, and legal matters. The position includes providing leadership, with the Executive Director of Academic Administration, for academic Executive Assistants and other Academic Affairs administrative support professionals in the efficient and effective support of excellence in the academic program.
SPECIFIC JOB FUNCTIONS:
Exercise the highest standard of confidentiality, integrity, and professionalism in all duties.
- Assist the Provost with staff and faculty personnel issues, grievances, and legal matters that move through the Office of the Provost and Academic Affairs
- Coordinate and manage (with Deans’ and other senior academic leadership office staff) timely implementation of academic administration processes relevant to faculty (e.g., faculty recruitment and search; annual faculty review and compensation letters; professional development grants, fellowships and sabbaticals; annual faculty and academic leader appointments). Support pre-tenure, tenure, and promotion review processes.
- Maintain current faculty database in Banner. Keep official personnel files of faculty in accordance with SACSCOC guidelines, under the director of the Executive Director of Academic Administration
- Lead projects, as assigned, by clarifying project objectives, researching relevant background and best practices, developing action plans, coordinating with other individuals and/or offices, resolving challenges, adhering to resource parameters and deadlines, ensuring quality control, completing action plans, and effectively communicating results
- Act as a liaison between the Provost and Colleges/Schools, Departments, and external constituencies. Initiate prompt response and follow-up action and communications on behalf of the Provost
- Work with the Executive Director of Academic Administration to implement communication strategies for keeping faculty and staff apprised of and involved in academic planning processes and progress, celebration of academic accomplishments, and progress on key academic initiatives
- Convene, with Executive Director of Academic Administration, Deans’ Executive Assistants and other Academic Affairs administrative support professionals to provide professional development and support, to promote collegiality and collaboration, and to ensure the efficient and effective support of excellence in the academic program
- Exercise creativity and suggest appropriate changes to office and academic administration procedures, in accord with University policies, to achieve more efficient and effective processes and enhance the organizational reputation of the Office of the Provost and Academic Affairs
- Prepare the Provost for internal and external meetings, including when useful, preparing and providing in advance briefing materials (pertinent facts, data, reports, inquiries, agendas, presentations, and other background information)
- Maintain University policies and oversee processes for faculty searches and hiring
- Prepare and publish annual faculty information and resources, including new faculty biographical sketches, governance committee rosters, information for adjunct faculty, and other information as assigned
- Receive, respond, and/or redirect correspondence and communications on behalf of the Executive Vice President and Provost, recognizing and maintaining high professional standards including confidentiality
- Serve as back-up, helping to maintain the calendar for the Provost, exercising appropriate discretion and judgment relating to the Provost’s schedule and commitments, and maximizing time and effectiveness
- Serve as editor for the Office of the Provost and Academic Affairs website
Perform other duties and special projects as assigned.
MINIMUM EDUCATION: Bachelor's degree required; master's in human resources, business administration or related field preferred.
Required Skills
The preferred candidate will have:
- Experience in Ellucian Banner higher education software;
- Expert computer skills (including Microsoft Office Suite and presentation software).
- Excellent oral and written communication skills, including correspondence writing, meeting note-taking, and professional presentation development.
- Must have the ability to establish and maintain effective working relationships with senior administration, faculty, staff, and interact professionally with students, parents, alumni and the public.
- Requires the exercise of considerable judgment, initiative and discretion based on knowledge of University policies and procedures and working collegially with an administrative team.
- Demands strong organization skills, tact, and creativity;
- Attention to detail;
- Efficiency in handling problems;
- Coordinating and reviewing budgets;
- Handling several tasks simultaneously and sometimes unexpectedly;
- Working in a fast-paced environment;
- Commitment to completing tasks to the highest standards.
The successful candidate will work as part of a team to ensure a positive, proactive, professional, efficient, and effective office environment, and will be proactive in simplifying systems, increasing use of University enterprise software, and reducing paperwork.
Required Experience
- Bachelor’s degree required; masters in human resources, business administration, or related field preferred
- Minimum of five years of work experience in a higher education environment preferred
Salary Grade: 7
Completed COVID-19 Vaccine status required