"Administrative Assistant 3 - Provost's Office"

Job Summary

We are currently seeking skilled and team-oriented applicants for the following position: Administrative Assistant 3- Provost’s Office. The Administrative Assistant 3 provides advanced administrative and office support to the Vice Provost, the Provost’s Office, and closely related units. This position manages complex projects, tasks, coordinates communication, prepares reports, and ensures the smooth daily operation of the office. The role requires independent judgment, strong organizational skills, attention to detail, and the ability to handle sensitive and confidential information.

The person hired for this position must have demonstrated experience and/or ability to perform essential functions within the following areas:

• Executive Administrative Support
• Office Operations and Coordination
• Communication and Liaison
• Event and Meeting Coordination
• Data and Information Management

Required Qualifications

• High school diploma or equivalent
• At least 3 years of progressively responsible administrative experience
• Demonstrated experience in MS Office managing calendars, coordinating meetings, and preparing documents
• Proficiency in Google workspace – Ability to create, manage, and maintain shared drives, folders, documents, and spreadsheets
• Ability to handle confidential information with discretion
• Demonstrated ability to apply a responsive and flexible approach that is supportive of the needs including universal access of our students, faculty, staff and the public

Preferred Qualifications

• Bachelor’s degree in business administration, communications, or a related field
• Experience working in higher education, especially in an academic or executive office supporting senior-level administrators or executives
• Knowledge of university organizational structures, policies, and procedures
• Experience in project management, preparing reports, spreadsheets, and presentations for leadership
• Strong customer service skills and ability to build positive working relationships

Other Skills and Abilities

• Flexibility
• Collaboration
• Collegiality
• Communication
• Teamwork
• Time Management
• Attention to Detail

Job Duties

Executive Administrative Support

• Manage the daily calendar of the Vice Provost, schedule meetings, and coordinate appointments and events;
• Screen and prioritize telephone calls, emails, and requests for information;
• Prepare correspondence, reports, meeting materials, and presentations;
• Provide independent information and advice to students, staff, program participants and/or the public while serving as the primary and first point of contact for the Provost Office staff.

Office Operations and Coordination

• Coordinate personnel matters for both staff and faculty, such as recruitment, appointment, and promotion, and in collaboration;
• Provide daily operational support to the Provost Office staff to ensure efficiency and effectiveness;
• Design, maintain, and update websites for multiple initiatives. Coordinate with Marketing & Communications to ensure accuracy, accessibility, and consistency with university branding;
• Coordinate with university marketing and communications staff to align website updates with institutional branding and style guidelines;
• Develop and update promotional materials, newsletters, announcements, and digital communications to highlight office initiatives and events;
• Monitor web pages and online content for errors, outdated materials, or accessibility issues, and make timely corrections;
• Assist with the creation of visual content such as graphics, charts, and presentations for reports, meetings, and university publications;
• Track web engagement and provide feedback on ways to enhance visibility and outreach.

Communication and Liaison

• Serve as the primary point of contact for the Vice Provost, responding to inquiries from faculty, staff, students, and external partners;
• Communicate clearly and diplomatically with individuals at all levels of the university;
• Draft official announcements and distribute information on behalf of the Vice Provost.

Event and Meeting Coordination

• Plan and organize meetings, workshops, and events led by the Provost Office and units;
• Arrange logistics including facilities, technology support, catering, and participant communication;
• Record minutes, track action items, and ensure follow-up.

Data and Information Management

• Collect, organize, and analyze data for reports, presentations, and decision-making.
• Prepare and maintain spreadsheets, databases, and tracking systems.
• Support compliance with institutional policies and reporting requirements.
• Maintain and manage user access levels and permissions in specific systems, ensuring data security and compliance with university policy.
• Maintain accurate records assessment and accreditation software systems; ensure data integrity across reporting cycles.

Other Duties as Assigned

• Provide backup support to other staff in the Provost Office and other units as needed;
• Support special projects assigned by the Vice Provost or other senior administrators;
• Assist with orientation and training of new staff in the Provost Office;
• Perform other duties as assigned.

Percent of Time: 100

Salary Information

The salary for this position is $48,036 (minimum) – $55,584. Where the hired candidate will begin within this range is dependent on qualifications, education, experience, and skills. In addition to salary, the university offers a comprehensive benefits package including health insurance and disability insurance and retirement.

For additional information regarding insurance benefits please see our Benefits page.

Conditions of Employment

This position... (background check, immunization, etc.)

Posting Date: 12/09/2025

Open Until Further Notice: Yes

Screening to Begin: 12/16/2025