Executive Assistant to Provost and Office Manager

Job Type

Full Time

Published

07/24/2018

Address

New York
New York
United States

Description


Posting Details


Position Information

Position Title
Executive Assistant to Provost and Office Manager

Type of Position
Administrative

Job Function
Reporting to the Provost, the Executive Assistant/Manager is responsible for assisting the Provost and coordinating the duties of the Provost office staff. Responsibilities include oversight of the correspondence, scheduling, and calendaring activities of the Provost's office, and for the hiring and supervision of all part-time support staff. The Executive Assistant assists the Provost in setting the Provost's schedule, preparing the preparatory materials for the Provost's meetings, answering phone calls and correspondence on behalf of the Provost, and organizing the office communications to the Community.


Department
Provost's Office

Reports to Title
Provost

Full or Part Time
Full Time

Number Of Months
12 months


Position Summary Information

Essential Duties Summary
Support the Provost by functions, including but not limited to:
1. Maintain the Provost's Calendar
• Manage the Provost's electronic calendar; understand and react quickly to shifts in priorities, make appointments, set up meetings, communicate changes on a timely basis.
• Prepare Daily Calendar Folder for the Provost with all relevant materials and agenda.
• Coordinate meetings, conferences and committees.
• Provide administrative support for meetings including preparing agendas and other materials as needed.
• Determine menu, order food and schedule and reserve meeting rooms.
2. Responsible for travel for the Provost and guests of the College as requested by the Provost:
• Make airline and train reservations, ensuring timely arrival and departures for conferences and meetings.
• Arrange for overnight accommodations and follow up on plans.
• Organize receipts, maintain records and prepare paperwork for the accurate reimbursement of travel expenses.
3. Interact professionally with a broad range of people including faculty, administrators, students, and members of the Board of Trustees; act as liaison with representatives from Columbia and other schools on relevant academic and office matters.
4. Facilitate communications in the following ways:
• Answer telephones, direct calls, take messages, and respond to inquiries and requests for information as appropriate.
• Process mail and facsimiles.
• Respond to correspondence as necessary.
5. Edit reports and prepare statistical studies as requested.
6. Maintain and process relevant documents such as faculty personnel forms, chairs reports, and others as needed.
7. Plan special events for the Provost and Provost Office.
8. Maintain and update Provost Office website.
9. Draft all new faculty appointment letters (contracts) for approval by the Provost.
10. Process and track all new faculty; manage trackers of faculty appointments, faculty leaves, etc.
11. Process faculty expense reports; create and track faculty grant funds, start-up funds, professional development funds, and others.
12. Maintain all office files including confidential faculty personnel files in both hard copy and electronic files.
13. Coordinate and inscribe meetings of the Academic Affairs Committee of the Board of Trustees.
14. Hire and supervise student workers and graduate assistants.
15. Manage physical needs of the office including ordering office supplies and coordinating spatial reconfiguration when needed.


Required Qualification Summary

• BA /BS
• Three to five years of experience in a professional work environment, or five to ten years experience as a top level assistant to an executive
• Demonstrated ability and experience in providing support to top level, high energy executive
• Knowledge of office practices and procedures



Preferred Qualification Summary
• Ability to anticipate needs; demonstrate initiative combined with excellent judgment.
• Ability to organize work, set priorities, and follow through on projects requiring meticulous attention to accuracy and detail
• Ability to work effectively with faculty members and staff at all levels with judgment and extreme discretion
• Ability to meet deadlines and work well under pressure
• Creative problem solver; takes initiative
• Excellent communication skills, both verbal and written.
• Proven ability to maintain discretion and strict confidentiality regarding records and other information.
• Demonstrated success managing multiple projects and competing priorities while balancing the need for quality with meeting deadlines
• Competency managing budgets, and the ability to use financial systems
• Excellent computer proficiency, including e-mail and calendars on Google, the Microsoft Office suite of applications (Word, Excel, PowerPoint and Access) and website design.
• Familiarity with database programs and willingness to learn office data systems including
• Ability to supervise employees and work with minimal supervision; work independently and collaboratively as part of the Provost's team.



Posting Detail Information

EEO Statement
Barnard College is an Equal Opportunity Employer. Barnard does not discriminate due to race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability, or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.


Open Date
05/29/2018

Open Until Filled
Yes


Supplemental Questions


Required fields are indicated with an asterisk (*).


Applicant Documents


Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents



PI103528631

Professional Level

Professional

Minimum Education Required

4-year degree


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