91̽»¨

91̽»¨ has an opening for an Executive Assistant to the Provost.

POSITION OBJECTIVES:

Reporting to the Provost, the Executive Assistant (EA) to the Provost is a full-time (40 hours), 12-month position. Operating under general supervision, the EA provides high-level administrative office support in a highly confidential capacity to the Provost’s Office and to the Chair of the Faculty. The EA is the primary point of contact for the Provost’s Office, which oversees the Academic Division of the College. The EA is also the Building Liaison for Taylor Hall.

The EA serves as the primary administrative support person in the Office. The EA is responsible for the Provost’s calendar, which requires extensive scheduling of meetings with the College’s senior-level administrators, faculty, department chairs/program directors, Deans and staff at the college, along with external parties such as donors and other external executives. The EA is privy to confidential information about applicants/candidates, faculty appointments, faculty compensation, student complaints, and faculty personnel matters. They make travel arrangements for the Provost.

The EA serves as the Provost’s Office’s office manager. The EA shares responsibility for updating the Provost’s web page and administering listservs that fall under the Provost’s Office.

The EA supports the Chair of the Faculty in the preparation of all materials for the monthly Faculty Meetings. The EA takes meeting notes—high-profile responsibility--which are often referenced as part of Faculty business; are published for the General Faculty; and serve as the historic record of faculty business at the College. The EA is responsible for maintaining the Faculty Meeting Moodle site, which contains all official documents, agendas, presentations, etc. The EA is responsible for scheduling the Faculty Meetings and Faculty Advisory Council Meetings.

The EA supports Faculty Nominations Committee, a part of Faculty Governance. The EA provides to the Chair of Nominations the updated Voting Lists of the Faculty and maintains all records on Faculty Committees and Faculty Committee service in the Campus enterprise-system. The EA generates lists of committees and faculty service.

The EA position may require early and extended hours for meetings.  The EA must attend the 4:00-6:00 PM Faculty Meeting once per month on Wednesdays.  The EA, along with others, in the office monitors the provost@brynmawr.edu email address and moderates several campus listservs. Communication outside of standard office hours may be required.

RESPONSIBILITIES: (estimated time commitment)

The EA handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional academic environment. The EA works with detailed data and information to support faculty affairs and faculty governance activities. (Time estimates vary based on time of the calendar year.) 

Provost’s Office Administrative Support and Calendaring (55-75%)

The EA is primarily responsible for the Provost’s calendar. In this role, they will have access to confidential and sensitive information. They may be contacted by the Provost outside of work hours to address calendaring issues, distribute announcements, or perform other time-sensitive activities for the Academic Division of the College. The EA utilizes discretion when evaluating pressing and emergent issues for the Provost’s attention and consideration.

In addition to the Provost’s calendar, the EA schedules Divisional Staff Meetings; all one-on-one meetings between the Provost/Associate Provosts’ and their respective direct reports; Department Chairs Meetings, Faculty Meetings, and Faculty Advisory Council Meetings. 

They coordinate the Provost’s annual Curriculum and Staffing Meeting schedule with all Department Chairs and the Provost’s Office. One or more meetings with each of the 50+ departments must be scheduled. Follow ups may be required.

They coordinate the Provost’s meetings with President and Chair of Appointments regarding all faculty reviews, including the assigning of merit points to full Professors.

They coordinate catering and reservations for the Provost’s Office sponsored events, such as Thursday Faculty Lunches, Works-in-Progress Lunches, and Faculty Happy Hours.

The EA provides support to the Associate Provosts and light administrative support, as needed.

Provost’s Office - Office Manager (5-10%)

The EA serves as the office manager of the Provost’s Office and is responsible for the daily operations of the Provost and Academic Division of the College. They manage procurement for the office, purchasing office materials and other supplies. They set up vendors and pay invoices for the Provost’s Office, such as legal expenses, membership renewals, etc. They reconcile the Provost’s and Associate Provosts’ credit card statements. They arrange for hospitality and catering for meetings and Provost’s Office events and activities. They make travel arrangements for the Provost or guests of the Provost’s Office, who may require assistance.

The EA is responsible for updating and managing designated pages on the Provost’s Office web page. They monitor the provost@brynmawr.edu email address and moderates several campus listservs. Communication outside of standard office hours may be required.

Support Faculty Governance (15-40%)

Chair of the Faculty, Advisory Council, and Meetings of the Faculty

The EA supports the Chair of the Faculty in the preparation of all materials for the monthly Faculty Meetings. The EA is responsible for maintaining the Moodle site for Faculty Meetings, which contains all official documents, agendas, presentations, etc.

The EA also maintains the list of Advisory Council members for the Chair of the Faculty, the Secretary of the College/President’s Office, and the Provost’s Office web site. The Advisory Council is comprised of the Chairs of all College Committees.

The EA attends each Faculty Meeting. They take the meeting notes, which must be detailed and in accordance with Roberts’ Rules. Notes are expected to be highly detailed with attribution to speakers. Notes, which reflect the business of the Faculty, are published for the General Faculty and for the historic record of the College.  

The EA brings to each Faculty Meeting the Voting List of Faculty for the sign-in sheet and for Voting on official Faculty business. Accurate Voting Lists, reflecting current faculty and the eligibility criteria published in the By-Laws of the Faculty, are essential. The EA liaises with IR and LITS on issues related to voting and voting eligibility.

The EA is responsible for scheduling the Faculty and Faculty Advisory Council Meetings (which includes the President and Provost) as well as informing faculty and administration about any changes to meeting calendars. 

Office of the Junior Faculty Liaison / Junior Faculty Conveners

The EA supports the Junior Faculty Conveners and Liaisons with reservations and catering for quarterly meetings and semesterly Happy Hours. 

Committee on Nominations and Faculty Committees and Service

The EA supports the Faculty Nominations Committee in its official business to ensure all committees have a full slate of members. The EA provides the Chair of Nominations with the updated lists eligible faculty for the various committees, per the eligibility criteria in the By-Laws of the Faculty. 

The EA maintains in the College’s enterprise system all records on Faculty Governance Committees and Faculty Committee service. The EA will use enterprise-system reports to obtain lists for the Faculty. The EA updates the Provost’s Office web page reflecting current membership.

The EA liaises between Nominations and LITS on any issues related to the Governance reports available in the Faculty Center in Bionic (Peoplesoft Campus Solutions).

Other Duties as Assigned

The EA performs other duties as assigned by the Provost and Associate Provosts.

KNOWLEDGE, SKILLS AND ABILITIES: 

The candidate will be sensitive to issues of confidentiality, be organized, have a positive and professional demeanor, able to support cross-functional coordination in a fast-paced academic environment, and possess excellent judgment.

The candidate must be able to work independently, possess advanced problem-solving skills, and possess effective communication and listening skills.

The candidate is responsible for the organization and effective operation of the Provost’s Office and Faculty Governance. They must possess excellent oral and written communication skills and be proficient in Microsoft products including Word and Excel. Experience with Learning Management Systems such as Moodle.

The candidate will interpret and apply complex operating policies and procedures. They will proactively obtain the information needed to make recommended courses of action to the Provost or Associate Provosts.

They support the Provost in creating a positive and collaborative work environment.

ADA REQUIREMENTS:

·        Ability to perform tasks such as typing and filing.

·       Frequent use of a keyboard, mouse, and phone, which may involve repetitive movements.

·       Requires the ability to focus on proposal solicitations and spreadsheets, and documents for extended periods and manage multiple tasks simultaneously.

·       Occasional Lifting: Ability to lift and carry office materials, files, and supplies up to 20-25 pounds (e.g., boxes, office equipment). 

·       Must be mobile across campus and be able to attend meetings in various campus locations on different floors of buildings to attend departmental events or presentations.

Qualifications

EDUCATION AND EXPERIENCE:

Minimum Credentials

·       Five to seven years of professional administrative experience.

·       Demonstrated ability to take initiative and thrive in a fast-paced environment.

·       Experience in higher education administration.

·       Excellent interpersonal skills with a strong orientation towards service and teamwork.

·       Excellent oral and written presentation and communication skills.

·       Strong analytical, problem-solving, and data-gathering skills.

·       High level of professional discretion and confidentiality.

Preferred Credentials

·       Associate’s degree. 

·       Experience supporting a senior executive.

·       Clear understanding of faculty governance.

·       Experience or familiarity with enterprise-wide administrative and financial systems.

Additional Requirements

·       This position is the main point of contact for the Provost’s Office. It is not eligible for remote work arrangements.

·       Ability to work late one night per month for the Faculty Meeting. Ability to occasionally work evenings or weekends for special college events.

·       Possession of and willingness to use personal mobile device to receive phone calls and/or text messages during these additional hours.

·       Valid driver’s license and willingness to transport guests of the College on occasion.

Application Instructions

To express interest in this role, please submit a resume, cover letter, and contact information for three professional references to Interfolio: