Executive Administrative Assistant to the Provost

Executive Administrative Assistant to the Provost

SUMMARY

The Executive Assistant to the Provost reports to the Provost and is responsible for assisting and supporting the administrative needs of the Provost and the Office of Academic Affairs, and as needed, coordinating with the Executive Assistant to the President. The Executive Assistant hires, trains, and supervises the Administrative Assistant to the Deans.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

Research:

• Research, retrieve, collect, organize, and prepare information for presentation as needed using word processing, spreadsheet, database, or presentation software
• Develop appropriate electronic processes for managing internal and external distribution of reports, assessments, minutes, financial matters, other documentation to and from Academic Affairs
• Plan, orchestrate and launch internal and external initiatives for Academic Affairs as needed by the Provost and oversee initiative planning and implementation projects assigned to the Administrative Assistant to the Deans

Meeting and Event Planning:

• Organize meeting schedules for Academic Affairs as needed by the Provost, and in consultation with the Executive Assistant to the President

• Communicate guest information as needed, and receive and direct visitors to offices as required
• Manage travel arrangements for Academic Affairs as directed by the Provost
• Coordinate logistics for meetings and events including locations, refreshments, facilities and technology requests, etc. Events include the Convocation, Faculty Excellence Award reception, New Faculty Orientations, Outstanding Seniors and Valedictorian Luncheon, CHROMA, Faculty Triennial Exhibition, New Faculty exhibition reception, conferences hosted/sponsored by academic programs, and other events as needed.
• Liaise with Marketing and Communications as necessary on events and communications reminders to faculty and students.

Administrative:

• Hire the Administrative Assistant in consultation with the Deans, train and supervise Administrative Assistant to the Deans.
• Perform general clerical duties including data entry, letter writing, photocopying, faxing and mailing

• Coordinate supply and maintenance of office equipment/technology
• Prepare and track POs, and order materials and supplies as needed for Provost
• Prepare and update budget spreadsheets, track and manage Academic Affairs budget for Provost
• Update faculty salary spreadsheets to support annual budgeting process, maintain accurate salary, stipend, sabbatical, extra-pay, and all other faculty assignment spreadsheets and provide them to HR and Payroll as updates or changes made through-out the budget planning process and throughout the academic and fiscal year.

• Collect and track syllabi, course proposals, curriculum reporting, faculty evaluations, faculty development and Griffith fund applications, emeriti professors, and promotion materials.
  • Faculty evaluations include annual faculty checklist, faculty review for contract renewal, classroom observations, and self/supervisor reviews. The timeline for these reviews is tracked by the executive assistant and communicated to Administrative Assistant to the Deans, faculty, their supervisors and Deans, and Human Resources. Promotion eligibility and sabbatical eligibility are also maintained and communicated annually in this way.

• Prepare agendas, minutes and supplemental materials/handouts for meetings/workshops for the following committees and other committees, as requested:
  • Academic Council
  • Curriculum Committee
  • Accreditation Committees
  • Faculty Council/Assembly

• Manage faculty Recommendation to Hire forms with approval from Deans and Provost; develop, track, and disseminate faculty teaching contracts and contract renewals, credentials/CVs, and sabbaticals (applications and timeline)
  • Weave: coordinate implementation and use of software with Human Resources and Institutional Research for ongoing faculty credential collection in compliance with accreditation requirements
• Managing revising and reformatting of Faculty Handbook in collaboration with Faculty Council, college departments, Deans and Provost
• Manage annual Student Progress Assessment survey and resulting reports.

SUPERVISORY RESPONSIBILITIES

Recruit, hire, and oversee the student workers in the Executive Suite.

Supervise Administrative Assistant to the Deans; hire in coordination with Deans and oversee onboarding and training.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Key Competencies

• Proficiency with Microsoft Office Suite
• Excellent communication skills - written and verbal
• Attention to detail and accuracy
• Maintain and display a professional and courteous demeanor
• Planning and organization skills
• Strong customer service (internal and external) skills
• Prioritization/multi-tasking abilities
• Confidentiality
• Flexibility

Education and Experience

• Associate's degree (A. A.) in Business or equivalent from two-year college or technical school
• 3 years administrative support office experience, higher education environment preferred
• Computer skills including Microsoft Office software (Word, Excel, Access, PowerPoint and Outlook)
• Knowledge of operation of standard office equipment
• Knowledge of clerical/administrative procedures such as filing and record keeping

PHYSICAL DEMANDS 

• The employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. 
• The employee is occasionally required to stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT 

The noise level in the work environment is usually moderate. 

COMPENSATION: This is an exempt, full-time position. Compensation is commensurate on experience and qualifications. CCAD offers a benefits package including: vacation time, floating holidays, health, vision and dental insurance, life and disability insurance, 403B retirement contribution, tuition remission, free campus parking, and free admission to the Columbus Museum of Art. CCAD offers a diverse, inclusive, and creative work environment.

HOW TO APPLY: Visit www.ccad.applicantpro.com/jobs/ to submit your application. When asked to upload application materials, please submit a resume/CV and a cover letter. If you are applying from any website other than CCAD or Indeed, you will receive a follow up email 3 hours after your initial submission directing you to follow the link and complete your application. You must complete this two-step process, or your application will be considered INCOMPLETE.

About CCAD: Columbus College of Art & Design, founded in 1879, is one of the oldest and largest private art and design colleges in the United States with more than 1,100 undergraduate and graduate students. Undergraduate students choose from 12 majors: Photography, Industrial Design, Contemporary Crafts, Advertising & Graphic Design, Comics & Narrative Practice, Animation, Illustration, Fine Arts, Fashion Design, Interior Design, Studio Art with Emphasis in History of Art & Visual Culture and Film and Video. Graduate curriculum includes a Master of Fine Art [New Projects] and a Master of Design [Integrative Design]. With strong exhibition and visiting artists programs and a commitment to the integration of business and art, CCAD is a leader in art and design education.

About Columbus: Columbus is among the Top 10 best U.S. cities for new college grads and one of the top 10 creative scenes in the country as well as one of the 15 most affordable cities in the U.S. As one of the nation's largest college towns Columbus is the type of city where creative activities flourish. There are eight distinct cultural districts that surround CCAD and there are more than 165 restaurants, pubs, and clubs in downtown alone. CCAD is a campus community located in the heart of this vibrant city.

EEO Statement: As an educational and cultural institution, a culture of equity and inclusion is not an add- on at CCAD, rather it is central to how we define creative excellence and the health of our institution. CCAD believes that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability. CCAD sees Art & Design as universally inclusive and inherently unbiased. CCAD is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

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