"Senior Executive Assistant to the Provost"

Job Details

Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community — an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found here.

Overview

Provide full administrative support to the provost, serving as the first point of contact and liaison to leadership, faculty, staff, and other members of the college community as well as external constituencies, including trustees and board committees.

Duties and Responsibilities

1. Serve as the first point of contact for the provost, supporting them in all aspects of the role, including scheduling, travel planning, communications, and project management. Support the day-to-day operations of the office. Serve as the liaison to academic and administrative offices on campus regarding routine matters. Coordinate with college events on behalf of the provost. Assist the Faculty Support and Operations Liaison to support the rank and tenure process. Serve as a source of support and information to the administrative staff of the office. (35%)
2. Support the provost in executing strategic initiatives and coordinating efforts that advance Academic Affairs priorities and the college’s academic mission. Prioritize and manage issues requiring attention to ensure timely action aligned with institutional goals. Prepare the provost thoroughly for meetings, events, travel, and speaking engagements, and ensure effective follow-up and communication stemming from these activities. (30%)
3. Provide support to the provost in managing commitments and deliverables of the leadership team to drive organizational progress within the team and across the college. Help ensure that meetings, activities, and events are designed to advance the college priorities and maximize the provost’s limited time. Coordinate work with, and keep track of, agendas for their direct reports and other members of the leadership team. (20%)
4. Provide administrative support to various board committees by preparing meeting materials and distributing to the committee members. Serve as recording secretary as required at board meetings, deans’ council, and PLT meetings. Coordinate meeting logistics on and off campus and respond to member requests. (5%)
5. Reconcile procurement card statements and keep records of card purchase. Coordinate school events and meetings, including sending invitations, securing catering, reserving rooms, and overseeing day of setup and tear down. (5%)
6. Recommend changes and improvements to administrative support positions, hold monthly staff meeting, assist in developing processes to onboard new administrative support staff and work with partners across campus to develop programs to facilitate staff professional development. (5%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

Education and Experience

• Bachelor’s degree from an accredited institution required.
• Three to five years’ experience working for a senior executive or an equivalent combination of education and experience.
• Skilled in aligning office operations with strategic academic goals.
• Strong interpersonal skills.
• Demonstrates exceptional written and verbal communication skills, discretion, and professionalism.
• Ability to work both independently and as part of a team.
• Intermediate level Microsoft Office Suite.

Supplemental Information

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.