Executive Assistant to Provost

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Job Title: Executive Assistant to the Provost

Department: Academic Affairs

Division: Academic Affairs

FLSA Status: Exempt

Reports to: Vice President for Academic Affairs & Provost

The Executive Assistant to the Provost (EAP) reports to the VPAA/Provost and provides core administrative and project management support for the VPAA/Provost and the Provost’s Office. The EAP manages and facilitates the calendars, meeting schedules, office budget, communications, events, and special projects associated with the Office of the VPAA/Provost including the College Committees that are chaired by the VPAA/Provost and the Academic Affairs Committee of the Board of Trustees.  The EAP works collaboratively with the staff in the Provost’s and President’s Offices and across the College to support the management and coordination of Academic Affairs projects and initiatives and serves as liaison between the Provost’s Office and external agencies. The EAP provides specialized advice, demonstrates careful judgement and a high level of discretion, coordinates and manages projects and meetings, including providing executive level meeting notes and support as appropriate.  The Executive Assistant to the Provost works effectively and collaboratively with other professional staff, faculty, administration and Board Committees while performing the duties and responsibilities of this position.

General purpose: Provide critical administrative support to the Vice President for Academic Affairs and Provost.  Provide effective support for the coordination and management of projects and initiatives associated with the Office of the Provost.  Maintain and promote communications between the Provost’s Office and internal and external constituencies.

• Provide high level professional and confidential administrative support to the Vice President for Academic Affairs and Provost for a diverse range of executive-level work.
• Manage and schedule the VPAA/Provost’s calendar exercising high level independent judgement in triaging requests and organizing all meeting appointments utilizing VPAA/Provost’s time most effectively.
• Maintain effective internal communication with Board members, President’s Executive members, Provost’s Council members, deans, department chairs, directors, staff, faculty, students, as well as external stakeholders and constituencies.
• Collaborate with the Director of Business Operations to oversee day-to-day budgets for Provost’s Office, as well as approval of other office and campus expenses that are part of the Provost’s Office budget.
• Reflect, articulate, uphold and promote the mission, vision, core values and priorities of the college.
• Provide administrative and research support for committee meetings, task forces, and other events and activities associated with the Office of the Provost, including the meetings of the Academic Affairs Committee of the Board, Provost’s Council, SEIU and faculty governance.
• Assist with, organize and develop annual events, including commencement, Constitution Day, Convocation, Full Faculty Meetings, Provost’s Council, conferences, retreats, and professional development workshops.
• Manage and coordinate special projects and duties as assigned.

• Manage the calendar and support the portfolio of the VPAA/Provost.
• In consultation with the Director of Business Operations, coordinate communications to all faculty, staff and students on behalf of the Provost’s office, including sabbatical notifications, faculty evaluations, news, meetings, etc.
• Update the Faculty Handbook annually, including tracking voted updates and changes, proofing and publishing to the web.
• Update/edit/create Academic Affairs faculty resource pages on MICA Website, including faculty employee related information, grant information, shared documents, handbook, institutional committee assignments, salary scale, syllabus guidelines, new faculty bios, search guidelines, sabbatical list, professional step guidelines.
• Establish and maintain a schedule for documents needing VPAA/Provost approval and signature.
• Manage scheduling and arrangements for three annual Full Faculty Meetings (August, January, and May).
• Create and maintain PowerPoint presentations for meetings, committees, special presentations that include institutional committees, Full Faculty, Academic Affairs Committee of the Board, and Board of Trustees meetings, and prepare agendas and materials and handouts for meetings, book meeting spaces, order catering and AV support.
• Process invoices and purchase orders for items needing Provost approval or use of Academic Affairs budgets.
• Approve departmental expense reimbursement for Visiting Artists/Faculty travel and accommodations for all undergraduate and graduate faculty.
• Work closely with VPAA/Provost and other departments to ensure successful Commencement including selecting name reader, faculty marshals, notifying faculty of schedule, Academic Affairs regalia ordering, and administer trustee award.
• Manage selection process and details of Trustee Award for Excellence in Teaching including posting survey to students, tallying votes, organizing top nominees for Academic Affairs Committee of the Board for their nominee selections; notify President's office, communications and human resources of the Boards final vote.
• Draft and format correspondence for VP such as contract renewal & evaluation, sabbaticals, reference letters, general letters, finalized and approved meeting minute distribution.
• Set a yearly schedule of faculty and staff meetings for standing and Ad Hoc Committees chaired by the VPAA/Provost.
• In coordination with Academic Affairs Staff, manage electronic and hard copy records management systems and file, retrieve documents, records, and reports
• Minute meetings as assigned: Provost Council, AACB, SEIU, Governance.
• Create, implement, organize google folders and documents for Provost’s office.
• Other duties as assigned.

• Knowledge and proficiency in electronic scheduling, MS Office Suite, Google Suite.

• Knowledge and experience calendaring for a high-volume VP.

• Knowledge and proficiency in Google mail, docs, calendar, sheets, forms etc.

• Ability to prioritize and balance multiple projects.

• Excellent interpersonal skills, organizational abilities, strong oral and written communication skills, strong collaborative orientation.
• Ability to work independently, self-motivate, work unsupervised at time, perform under pressure, multi task, make appropriate department decisions and take initiative when necessary.

• Associate’s degree
• Minimum 3 years’ experience in office management, project coordination, event planning, customer service or related areas of organizational practice.
• Appreciation for higher education.

• Bachelor’s Degree or MA/MFA Degree
• Administrative support experience
• Knowledge and appreciation of the arts
• Higher Education experience
• High level of facility with digital communication, workplace technologies, and database applications

• Satisfactory Background Check
• Unusual Circumstances related to position (i.e. essential personnel, require travel, serve in an “on-call” capacity, work evenings and/or weekends, blackout periods, etc.)

• Physical Demands: While performing the duties of job, the employee is occasionally required to stand, walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must occasionally lift up to (amt) pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. (may be adjusted depending on position)
• Work environment: While performing the duties of the job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually (minimal, moderate, or high).
•  Required training: Handbook orientation, Anti-Harassment, Hazard Communication, Emergency Plans & Fire Prevention, Personal Protection Equipment. (additional training may be added, SEE: EHS Manager training schedule)

Maryland Institute College of Art is committed to its policy of providing equal opportunity regardless of race, color, creed, national origin, religion, gender, sexual orientation, marital status, age, disability, or veteran status (disabled, Vietnam-era, or otherwise). Furthermore, the College does not tolerate any form of sex discrimination, including sexual harassment or sexual violence. This policy applies to all programs, facilities, and activities provided by Maryland Institute College of Art, including but not limited to admission, educational programs, and employment.

Applicants must apply online for each job in which they are interested. You will not be considered for any job for which you have not specifically applied. We do not accept applications via email, U.S. mail, or fax. Successful candidates for any staff or faculty positions will be subject to a pre-employment background check.

MICA provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application and hiring process, please contact Human Resources at 410-225-2363.