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Job Title Executive Assistant to the Vice President and Provost (EAII)
Location San Diego, CA, US
Organization Name Provostffice
Department Description
Brief Description Provides complex administrative support to the Vice President and Provost. Primary responsibility for managing the Provost's calendar, makes travel arrangements, schedules complex meetings, and reserves meeting rooms.
Detailed Description Provides complex administrative support to the Vice President and Provost. Primary responsibility for managing the Provost's calendar, makes travel arrangements, schedules complex meetings, and reserves meeting rooms. Creates, edits, and/or proofreads reports and drafts of correspondence for Provost's signature. Reviews and prepares meeting documents and arrangements for meetings to be attended by the Provost. Uses independent judgment, is proactive in identifying issues and makes suggestions for resolution. Provides administrative support to the Academic Affairs Committee of the Board of Trustees. Interacts with trustees, president, vice presidents, deans, directors, students, and parents in person and/or by phone. Acts as a knowledgeable resource for the office for inquiries, requests, and complaints from president, vice presidents, deans, faculty, staff, students, parents, and outside community in a professional and diplomatic manner. Maintains strict confidentiality. Reports to and works under the supervision of the Assistant Vice President for Academic Administration. Receives daily direction from the Vice President and Provost. May receive direction from other Provost Office administrators as needed. Supervises student employees as assigned.
Duties and Responsibilities: · Provides complex administrative support to the Vice President and Provost.
· Manages the Provost's calendar, which includes:
o Scheduling of complex and sensitive meetings involving many attendees with competing priorities and schedules, using a variety of scheduling methods, including Google Calendar and Doodle Poll
o Screening meeting requests, including utilizing the Provost Participation Form when appropriate
o Ensuring proper meeting requirements, such as supporting meeting materials, room accommodations, meals, parking arrangements, directions, etc., are in place for these appointments
o Determining the priority of an appointment request and rescheduling other appointments if necessary in order to accommodate urgent appointment requests
o Preparing the Provost for appointments when appropriate (gathering necessary background information, relevant materials, meeting location, etc.)
o Schedules regular Provost Standing meetings, Deans' Council meetings and regular meetings with academic deans and other direct reports.
· Creates, edits, and/or proofreads reports and drafts of correspondence for Provost's signature.
· Ensures approval from General Counsel and Office of Sponsored Programs for documents/agreements involving legal matters and/or grants that are to be signed by the Provost.
· Acts as a filter of information and serves as a knowledgeable resource in the Provost's Office for inquiries, requests, complaints from a variety of constituents, including the president, vice presidents, deans, faculty, staff, students, parents, and the general external community.
· Provides information for referral to appropriate USD office. Knowledge of USD reporting structure and functions of other vice presidential areas, and in particular, Academic Affairs reporting structure, personnel, functions, and key contact personnel.
· Reviews and processes expense reports for the Vice President and Provost.
· Provides administrative support to the Academic Affairs Committee of the Board of Trustees
o Assists the provost with preparing draft agendas for the quarterly meetings.
o Prepares Board of Trustee resolutions and supporting documents that originate from the Academic Affairs Committee.
o Requests meeting materials from presenters for distribution to committee.
o Coordinates all aspects of meeting set-up and other logistics in preparation for the meetings.
o Prepares the Academic Affairs Board portal with all relevant agenda documents.
o Attends committee meetings and compiles meeting minutes.
· Maintains confidentiality in all personnel and student issues, including but not limited to: rank and tenure decisions, ARRT appeals, faculty grievances, student grade disputes, and sexual harassment allegations. Maintains confidentiality with regards to student records in compliance with Family Educational Rights & Privacy Act (FERPA)
· Manages the filing system for Provost documents. The filing system contains hardcopy, electronic and archival documents, reports, committee reports, and personnel files.
· Opens and reviews mail for Provost to be aware of critical issues, people and events.
Job Requirements · Five years' experience in supporting a VP in a fast-paced, executive-level office required
· Experience in a higher education, academic-related office preferred
· Bachelor's degree strongly preferred
· High school diploma and two years of college required
Performance Expectations: Knowledge, Skills and Abilities:
· Ability to work in a fast-paced office, with quickly changing priorities
· Ability to work independently, identifying priorities and acting on those priorities
· Excellent organizing, prioritizing, and time-management skills
· Attention to detail a priority
· Ability to maintain confidentiality and familiarity with Family Educational Rights & Privacy Act (FERPA)
· Excellent written and verbal communication skills
· Critical thinking and analytical skills
· Ability to sense urgency
· Ability to diffuse difficult situations
· Knowledge of university policies and procedures
· Ability to work with different personality types
· Strong communication, public relations and interpersonal skills
· Excellent proofreading skills
· Self-motivated and takes initiative
· Ability to concentrate on phone calls or projects in an environment that may be noisy
· Strong computer skills in Microsoft Word, PowerPoint, Excel and Google Calendar
· Ability to use software and implement programs to create, accommodate and enhance existing databases, spreadsheets, and tracking systems
· Ability to summarize and present information with accuracy
· Some working knowledge of web-based technologies
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Additional Details Salary: Commensurate with experience; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.
Hours: 40 hours per week
Closing date: February 18, 2018
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit .
How To Apply Click Apply Now to complete our online application and be sure to upload your resume for full consideration. In addition to your resume, you are strongly encouraged to upload a cover letter to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at
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