Executive Assistant to the Provost
Haverford College
Haverford, PA
Full-time
Management
Posted on May 9, 2023
Haverford College invites applications for our full-time (37.5 hours per week), exempt, benefits-eligible Executive Assistant to the Provost opportunity.
The Executive Assistant (EA) manages the Provost's calendar, coordinates faculty meeting logistics and Provost supported events, and serves as faculty email moderator. The EA coordinates all logistics for the Distinguished Visitors program.
Primary Responsibilities
Office Support/Provost Support
- Manage and schedule Provost calendar, including committees chaired by Provost
- Manage and arrange all travel for Provost
- Process Provost's expenses and invoices and general office expenses
- Handle phone calls, greet visitors to office
- Oversee supply room and order supplies
- Provide general administrative support and assist with office projects
- Serve as faculty email moderator, update faculty lists each semester; serve as moderator for bulk mailings to faculty; craft policies on acceptable use of list serves
- Provide flowers, memorial gifts, congratulations, and condolences as needed
- Serve as backup for some responsibilities of the Associate Director for Academic Administration in summer
- Receive DVP proposals and coordinate Provost review and approval
- Maintain proposal approvals and ongoing expenditures in Moodle learning platform
- Send approval email to faculty host
- Schedule and coordinate logistics including talks, venues, dinners and receptions, ground transportation, travel, and guest rooms
- Process requests for honoraria, reimbursements
- Advertise all DVP events on website and Haverford College's Daily Digest
- Manage student workers: creating and posting of all posters
- Prepare and disseminate agenda and materials for faculty monthly meetings during academic year in collaboration with the Faculty Clerk, Faculty Affairs and Planning Committee (FAPC), and Provost
- Oversee organization of Provost Office files
- Coordinate events in President's (with President's Assistant) and Provost's homes, including Faculty Research Talks, D3, Mentor/Mentee Receptions, retirement parties, Advisee receptions, and end of year party
- Coordinate Faculty Meetings, Faculty lunches, Brown Bag Lunches and events as requested by Provost/Associate Provost
- Serve as liaison to Institutional Advancement for events associated with the Provost of academic program
- Manage on campus Provost House and Provost House events
Minimum Qualifications
- 5 years' experience as administrative support for an executive or leadership position.
- Bachelor's degree or equivalent work experience
- Ability to work independently, solve problems, take initiative, set priorities, and exercise good judgment in a fast-paced, dynamic, deadline-driven environment
- Ability to maintain confidentiality and to handle highly confidential and sensitive information in an appropriate manner
- Excellent interpersonal skills, with the ability to support and work effectively with colleagues, faculty members, and external constituents
- Commitment to issues of diversity, equity, and inclusion
- Possession of a valid U.S. Drivers' License and ability to pass a Motor Vehicle Record check is required.
Haverford College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status. Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and/or underrepresented identities are especially encouraged to apply. Haverford College and our consortial partners are located on Lenape lands.