"Executive Assistant to the Provost/Vice President for Academic Affairs"

Job Details

Job Location

McMinnville Campus - McMinnville, OR

Position Type

Full-Time

Salary Range

$49,000.00 - $54,000.00 Salary/year

Description

Job Title: Executive Assistant to the Provost/Vice President for Academic Affairs

Location: Linfield University, McMinnville, OR

Type: Full-Time, Exempt

About Linfield University:

Linfield University is a vibrant academic community committed to fostering an inclusive and diverse environment where students are prepared for a complex and rapidly changing world. Our mission is to engage, educate, and equip our students through a personalized learning experience that values individual expression, community engagement, and academic excellence.

Position Summary:

Linfield University is seeking a highly organized and motivated Executive Assistant to support the Provost/Vice President for Academic Affairs. This crucial role involves managing and coordinating internal projects, overseeing process management, and ensuring the successful execution of operational goals within the Office of Academic Affairs. The Executive Assistant will play a key role in overseeing budgets, supervising student workers, and leading special projects that advance the university's academic mission.

Key Responsibilities:

Project Leadership:

• Act as project manager for multiple projects, both stable and emergent, within the Office of Academic Affairs.
• Facilitate change management for internal processes and procedures.

Operations and Accounts:

• Oversee the functional operations and needs of the Office of Academic Affairs.
• Supervise fiscal accounts, monitor expenditures, and manage additional accounts.
• Administer internal grants and award funding, including Student-Faculty Collaborative Research Grants and Faculty Development Grants.
• Assist with strategic planning and academic program development.

Accreditation and Assessment:

• Support the oversight of accreditation planning and development of accreditation materials.

Communication:

• Create, collect, and edit content for internal publications and communications.
• Facilitate communications regarding university policies and procedures among Linfield University’s Colleges and Schools.
• Supervise content of internal academic websites and calendars.

Faculty Development and Programming:

• Manage the promotion and tenure process, facilitating communication with committees and university leadership.
• Oversee Academic Affairs event management and general education requirement processes.
• Support committees as directed by the Provost.

Academic Planning:

• Act as a meeting planner for leadership groups, including the Academic Affairs Committee of the Board of Trustees, Academic Council, and Dean’s Council.
• Assist in strategic planning and academic program development.

Special Projects:

• Manage special projects as assigned, ensuring timely completion and successful outcomes.

Supervisory Responsibilities:

• Hire, train, and supervise student employees.

Linfield University is an equal-opportunity employer committed to diversity, inclusion, and equity in the workplace.

Qualifications

Qualifications:

Bachelor degree, plus three years of experience in project/program management with increasing responsibility and self-motivated working practices; or equivalent combination of education and experience required to perform the functions of the position.

• 3+ years’ experience as the lead for complex projects or programs.

• Excellent written and verbal communication skills, problem-solving skills, time management skills; and attention to detail.

• Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.

• Professionalism, discretion, and ability to maintain confidentiality of sensitive information.

• Proficient level personal computer skills using Microsoft Office products including, Word, Excel, PowerPoint or similar programs. Self-starter ability to learn new programs.

• Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, follow through, and work independently without supervision, while handling frequent interruptions and rapidly shifting priorities.

• Ability to manage details of multiple and complex projects with firm timelines and schedules, and the ability to adapt to changing processes and procedures that will allow for greater efficiencies for Linfield University.

• Self-motivated, punctual, reliable, organized, and flexible.

• Commitment to and experience with promoting and enhancing diversity, inclusion and equity.

Physical Requirements:

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

Work is performed in an office environment. Constant sitting, seeing (viewing computer monitor), talking, hearing, and repetitive hand, wrist and finger movement. Must be able to operate in a noisy and distracting environment. Frequent walking, standing, climbing stairs. Occasional lifting, pushing, pulling, and carrying up to 25 pounds. Occasional exposure to weather elements when walking from building to building.