Executive Assistant to the Provost
Notre Dame de Namur University - Belmont, CA

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Reports to: Provost

Status: Full-time, Exempt

Provide superior administrative support for the Provost in the management of fast-paced, high accountability office operations, the administration of academic and University-wide programs, complex special projects/initiatives, highly visible internal and external communications and other duties, as assigned. Provide assistance and support on sensitive and confidential issues.

1. General Office:
Drafts, prepares and processes all office correspondence in a timely manner and with impeccable attention to detail.

Manages the Provost’s calendar. Schedules appointments, arranges meetings and prepares agenda/supporting materials for the Provost and follows-up and tracks actions to be taken in preparation for subsequent meetings.

Researches and implements travel arrangements and prepares itinerary.

Maintains office files and archival records.

Supervises students, overseeing work and review for final presentation to Provost.

Maintains Provost’s websites.

2. Budget:
Compiles, reviews, monitors and reconciles departmental budget. Prepares monthly summary update for Provost.

Processes purchase orders, check requests and invoices in a timely manner.

3. Recording Secretary:
Serves as recording secretary for various University committees for which the Provost chairs or has accountability. Independent responsibilities include scheduling meetings; gathering information; making policy and procedure recommendations; preparing and distributing agendas and minutes; and, drafting documents related to committee decisions. Follows-through on actions to ensure completion, as identified and for effective functioning of the committee.

Serves as recording secretary for Board of Trustee committees, as assigned, e.g., Academic Affairs Committee and Student Affairs Committee.

4. Campus Review Processes:
Maintains thorough knowledge of University policies, handbooks, procedures,and external regulations to ensure compliance and effective operations.

Designs and implements computerized systems for identifying and tracking status of initiatives and documents as they progress through governance and administrative committees.

Tracks completion of campus processes, such as academic and support unit review processes, to ensure completion in accordance with University policy.

5. External Review Processes:
Maintains knowledge/currency of accreditation standards, processes, regulations and timeline.

Provides administrative support for the University’s regional accreditation processes, including preparation of annual accreditation reports, substantive change proposals and comprehensive review documents, among others.

6. Special Projects/Initiatives:
Plans and implements Provost and campus events, as assigned, such as elements of University Week, Convocation, Professional Development Day, etc. Manages various Commencement activities and logistics, including keynote speaker, honorary degree and Keller Teaching Excellence Award.

Provides staff support for administrative searches of direct reports to Provost.

Reviews and makes recommendations to Provost for sections of campus documents related to academic affairs, e.g., catalog and handbooks.

Provides staff support for grant proposals, award nominations and other submissions to external agencies.

Collaborates with the Executive Assistant to the President on projects, as requested. Provides administrative back-up to President, as requested.

Other duties, as assigned.

7. Working Conditions:
Normal work schedule is 8:30 – 5:30, Monday through Friday.

Baccalaureate degree or higher required; Master’s degree preferred.

Knowledge of, and a minimum of three years of experience, in higher education.

Successful experience in clerical support positions; demonstrated proficiency in preparing final documents in impeccable form.

Increasingly responsible positions with supervisory experience. Management or supervisory experience preferred.

Demonstrated skill to multitask, establishing and handling priorities with quick turnaround times and meeting non-negotiable deadlines, working independently and with minimal direction, in a fast-paced, high accountability office.

Ability to take initiative and independently plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved. Ability to remain flexible to accommodate changing operational needs.

Exceptional organizational skills.

Demonstrated ability to research, interpret, organize and present information and ideas in effective written and presentation form.

Exceptional oral, written, communication and interpersonal skills.

Demonstrated ability to build successful work relationships by using a respectful and professional communication style. Highest level of customer service.

Ability to maintain absolute confidentiality and handle sensitive personnel issues.

High work ethic. Highly reliable in completion of tasks at highest level of quality.

Experience and ability to work effectively with all internal and external constituencies of the University.

Demonstrated technological fluency in working in a Windows/MS Office environment and office software packages, to include Excel, Outlook and PowerPoint.

Project management experience desired.

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