Special Assistant to the Provost
Special Assistant to the Provost
The Special Assistant to the Provost provides a senior executive level of administrative support to the Provost; manages a wide range of matters of institutional importance to the Provost; and administers the overall executive time management of the Provost. Reporting to the Deputy to the Provost, with dotted line reporting to the Provost and the Senior Administrative Officer, the Special Assistant has duties that include but are not limited to:
- Manages an extensive calendar.
- Prepares briefs, agendas, and all related correspondence.
- Handles briefing reports and information gathering, and conducts related research.
- Prepares minutes and special reports involving relevant initiatives and objectives to the School.
- Prioritizes activities, and streamlines workflow and communications.
- Oversees all scheduling for the Provost.
- Identifies and develops systems to facilitate the smooth functioning of the Provost's activities, and works closely with the Deputy to the Provost and other members of the Provost's office for the effective functioning of the office.
- Helps develop and sustain an effective support structure for integrated work relationships among the senior leadership and the Provost.
- Interfaces with internal and external constituencies, including BOD members, donors, faculty, important external constituents, and senior staff of the University on a consistent basis.
- Participates in the planning, implementation, and coordination of special events as assigned.
- Work closely with the members of the Provost's office on various special projects.
- Performs other related duties as assigned by the Provost, Deputy to the Provost, or Senior Administrative Officer.
- Bachelor's degree
- 5 to 7 years of progressively responsible professional experience in related fields or an equivalent combination of training and experience related to the duties of the position
- Ability to listen to visitors (e.g., students, staff, alumni) and to understand and respond positively to their requests
- Proficiency in Microsoft Office Suite software, database management, e-mail, and reports, and 10-key proficiency
- Experience in preparing bulk copies and handouts, and sufficient technology experience to troubleshoot issues related to LCD projectors or speakers
- Self-motivated, well-organized, and detail-oriented, with the ability able to manage multiple projects and achieve goals
- Demonstrably high degree of judgment, discretion and integrity in handling confidential matters and in interactions with all internal and external contacts
- A confident, professional approach to duties and effective communication skills in all forms—written, verbal, observational, presentation, and listening
- Excellent interpersonal skills and the ability to interact collaboratively with a diverse group of individuals both internal and external to the School
- Strong skills in leadership, problem-solving, and time management
- Ability to work without close supervision and to work effectively under pressure, ambiguity, and conflicting goals
- Willingness and availability to work evenings and weekends as necessary, and to travel alone by public transportation, air and/or automobile
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