Executive Administrative Assistant for Academic Affairs

JOB SUMMARY

The Executive Administrative Assistant ensures the smooth and orderly operation of Academic Affairs and the Office of the Provost by providing executive and administrative support to the Provost and Vice President of Academic Affairs and working closely with the Assistant Provost for Faculty Affairs, Assistant Provost for Educational Compliance & Registrar, and the Director of Institutional Research & Effectiveness and other leadership roles in Academic Administration, as necessary. Reporting directly to the Provost, this position consistently represents Academic Affairs and the Provost, provides complex and confidential support requiring discretion, accuracy, initiative, and independent judgment in matters of significance. The Executive Administrative Assistant collaborates closely with staff from other administrative offices, working in tandem with the President’s Office as necessary.  

PRIMARY RESPONSIBILITIES:

• Administrative Support - Manages the Provost’s calendar, schedules, prepares for, and follows up on meetings; coordinates travel arrangements; prepares and edits correspondence, reports, presentations, and other documents; handles incoming and outgoing communications, including phone calls, emails, and mail; organizes and maintains files and records, ensuring confidentiality and security; provides support to departmental staff within Academic Affairs.  
• Meeting Coordination - Plans, coordinates, and supports meetings, including preparing agendas, taking minutes, and following up on action items; arranges logistics for internal and external meetings, conferences, and events. 
• Liaison and Communication - Acts as a point of contact between the Provost and college faculty, staff, students, Board of Trustees, and external stakeholders; facilitates effective communication and collaboration across departments and with external partners; handles inquiries and requests, directing them to the appropriate parties and ensuring timely responses. 
• Project Management - Assists in the planning and execution of academic contracts and other special projects and initiatives led by Academic Affairs; conducts research, compiles data, and prepares reports to support decision-making. 
• Office Management - Oversees the day-to-day operations of Academic Affairs, including office supplies and equipment; assists with managing the divisional budgeting and purchase requisitioning processes; develops, documents, updates, and implements office procedures to enhance efficiency and productivity. 

This position requires a high degree of professionalism and understanding of the importance of representing the College, college leadership, Academic Affairs and the Provost’s office. This position also requires confidentiality and involves interactions with multiple levels of senior management, employees, faculty, and other contacts outside of the college.  The ability to be proactive, committed to consistent accuracy, and the ability to effectively multi-task in a fast-paced environment is essential. 

Because of the demands of this role, the Executive Assistant for Academic Affairs’ primary focus will be invested in the Provost’s office. Special projects outside of Academic Affairs and committee work may be considered but are not part of this role.  

ESSENTIAL JOB FUNCTIONS:

• Provides executive-level administrative support and office management to the Provost; provides assistance and support as needed to other offices in Academic Affairs. 
• Screens and handles telephone calls, referring as appropriate to other staff and ensuring follow up from those areas. 
• Screens mail, routing to staff or referring to Provost. 
• Composes correspondence and memoranda from brief instructions or on own initiative; responds to routine matters. 
• Maintains the calendar for the Provost; schedules internal and external meetings; notes events and appointments and includes all necessary information and materials; consistently proactively scans for calendar conflicts, assists the Provost in staying on schedule and on task. 
• Makes arrangements and preparations for meetings for the Provost, to include coordinating with staff, sending meeting invites and reminders, and collecting relevant documents; takes and transcribes minutes as needed. 
• Makes travel arrangements; orders supplies and services. 
• Provides administrative financial support and budget tracking for departments within the division; assures accuracy and legitimacy and timely payment of invoices for Academic Affairs. 
• Accurately produces annual faculty contracts and maintains all faculty files and data. 
• Supports critical Academic Affairs events such as convocation and commencement ceremonies. 
• Provides clerical support to the Assistant Provost for Faculty Affairs and Director of Institutional Research & Effectiveness as needed, to include but not limited to, assisting with new hire orientation, assisting with special events, organization-wide meetings, etc. 
• Performs other duties as assigned by the Provost. 

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• Bachelor’s degree in business administration, human resource management, office automation or closely related field. 
• Five (5) years of previous executive level administrative, human resources, and/or office assistant experience preferred. 
• Must be proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint and Microsoft Teams preferred. 

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent verbal and written communication skills; prioritizes attention to detail. 
• Models professionalism, including understanding the importance or representing Academic Affairs. 
• Ability to work independently; ability to accurately follow instructions. 
• Ability to learn quickly, apply learning, and focus on proactive strategy and action in support of the Provost and Academic Affairs. 
• Excellent interpersonal skills. 
• Excellent organizational and time management skills. 
• Ability to maintain and manage sensitive and confidential records and files while using discretion. 
• Demonstrated ability to act in a decisive, urgent, and committed way to achieve results. 

PHYSICAL DEMANDS:

Requires sedentary work that involves walking, standing, lifting, carrying, pushing and pulling some of the time.  Requires the ability to lift up to 50 pounds and the ability to exert up to 10 pounds of force on a recurring basis or routine keyboard operations.

WORKING CONDITIONS:

Work environment risks exposure to no known environmental hazards.

APPLICATION PROCESS:

• Review of applications will begin immediately and continue until the position is filled. 
• Interested candidates should complete an online application using this link: https://www.columbiasc.edu/about/employment and upload a cover letter, resume, and three professional references.

EOE M/F/D/V