"Executive Assistant to the Provost"

Please see Special Instructions for more details.

Review of applications will begin August 1, 2024. 

Position Details

Position Information

Job Title Executive Assistant to the Provost

Department Provost Office

Job Code A50303

Job category Full Time Staff

Terms and Hours Full Time Exempt

Salary Range Starting Salary $60,000; commensurate with experience

Job Summary 

This position provides high-level executive administrative support to the University Provost and serves as the communication and information point of contact for the Provost’s Office. This position requires the ability to manage multiple priority projects, maintain multiple calendars, maintain policies, processes, and confidential records, plan academic events, and collaborate regularly with offices across campus. This position is essential to the execution of administrative functions of the Provost’s office and requires a high level of responsibility, sound judgment, and discretion.

Core Duties 

The Executive Assistant is the Provost Office communications coordinator and primary point-of-contact serving as a University resource for policies and procedures applicable to the division; interprets incoming communication and decides how best to respond, direct, or summarize messages to the Provost and other team members, including messages requiring time-sensitive decisions.

Welcome visitors to the Provost Office and provide excellent customer service, both in-person and by phone, and direct inquiries appropriately.

Design, distribute, and maintain internal communication within the Division of Academic Affairs, with core audiences including faculty, staff, and students using a variety of media, including web, intranet (PilotsUP), and regular e-mail newsletters. Requires ability to write and edit text effectively, incorporate images selectively, and learn and use relevant software proficiently.

Perform duties associated with providing executive administrative support and coordinating projects with the effective use of project-management tools.

Revise, create, and document processes and workflows as necessary to improve effectiveness and communication within the Division; direct constituents to the appropriate University and Division policies and processes.

Maintain the Provost’s Office website and intranet (PilotsUP) site.

Maintain multiple calendars for Academic Affairs, including for the Provost and Vice Provost. Implement appropriate digital tools to assist in efficient scheduling of meetings and establish schedules for regular meetings, such as for the Provost’s Council.

Plan and oversee Provost’s events, collaborating with appropriate internal and external partners. Events include orientation for new faculty, faculty awards ceremonies, and Commencement.

Draft event scripts and official correspondence for the Provost and Vice Provost, including for awards presentations.

Prepare agendas and minutes for regular meetings, including the Academic Affairs Committee of the Board of Regents and the meetings of the Academic Senate. Prepares briefings for Provost and/or others before meetings.

Maintain and update faculty records, exercising sound judgment to determine what to retain and how best to organize digital files.

Provide guidance and training to Administrative Assistants and Operations Managers within the Academic Division, including on maintaining faculty records.

Collaborate with the Vice Provost to communicate effectively with students on sensitive matters.

Support the Academic Senate leaders and maintain the records and membership of the Academic Senate.

Processes and monitors financial transactions on behalf of the Provost Office, which may include researching and resolving discrepancies, tracking budgets, processing reimbursement requests, reconciling department credit card payments, and generating budget reports.

Supervise student employees as assigned. Supervisory responsibilities includes duties related to hiring, scheduling, training and professional development, setting expectations, managing assignments and workloads, performance management and evaluation, and disciplinary processes including termination of employment.

May support tracking of required training completion for academic divisions.

Actively contribute to the efficiency and impact of the assigned department(s).

Other duties as relevant to the duties of the position or as assigned by President or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Education & Experience 

Required: Associate’s degree and three to five years of related professional experience.

Preferred: Bachelor’s degree, experience working in an academic institution.

Preferred: Expertise using relevant software systems

Or a combination of equivalent education and/or experience.

Certifications & Licenses 

Required: None.

Knowledge, Skills & Abilities 

Strong ability to work collaboratively, accomplish organizational goals, communicate clearly, and act proactively.

Proven success in following through and completing projects.

Proven success in project coordination as a liaison within a team environment. Ability to learn and use new technologies and applications, including project-management tools.

Excellent verbal and written communication skill, including strong writing, editing, and proofreading skills.

Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, and process improvements.

Ability to prioritize, multitask, and meet deadlines. Ability to take initiative and ownership of projects.

Excellent organizational skills and attention to detail.

Excellent analytical and problem-solving skills.

Ability to conduct research and present data in a clear and persuasive manner.

Ability to exercise sound judgment routinely and independently in making decisions.

Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.

Ability to work independently and in team settings.

Ability to receive constructive supervisory direction.

Ability to exercise excellent judgment.

Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of policies, processes, individuals, and groups (including Board of Regents members and University donors).

Demonstrated competence with different/diverse groups and ability to be an effective partner with diverse students, faculty, and staff.

Advanced ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), Microsoft Teams, Zoom, the internet, and computerized maintenance management systems.

All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements 

Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.

Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.

Occasionally: ability to attend events and activities on or off campus.

Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions 

Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.

Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards 

Respect for the University’s mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University’s mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.” The University’s Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.”

Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.

Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.

Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization the employee interacts with in his or her University capacity.

Benefits 

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number S165-2023

Number of Vacancies 1

Estimated Start Date 

Open Date 

Close Date 

Open Until Filled Yes

Special Instructions Summary 

Review of applications will begin August 1, 2024. 

Required Documents

Required Documents

Resume

Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).