Provost Office Manager

Job Description

• Manage and maintain the Provost’s calendar of University and public events.
• Accept, screen and route telephone calls concerning activities and operations of the Provost’s office and direct inquiries as appropriate.
• Monitor, screen, respond to, and distribute incoming correspondence, including walk-in and email communications.
• Perform a wide variety of administrative tasks, including managing deadline-oriented communications, data entry and the drafting and editing of correspondence, reports, and other materials.
• Arrange and confirm travel accommodations, submit travel requests, prepare travel vouchers and reimbursements.
• Collaborate to manage departmental budget requests, allocations, and transfers within Academic Affairs, and manage requisitions, department payroll and leave requests.
• Oversee preparation for meetings, including scheduling, documentation preparation, agenda publishing, documenting meeting minutes and arranging refreshments.
• Liaise with internal and external stakeholders at all levels.
• May assist in planning university and departmental special events including commencement ceremonies.
• Provide service excellence through courteous, informed, accessible and professional engagement. Coordinate with school dean office managers and department heads reporting to the provost, to develop progress reports.
• Prepare presentations and different types of reports requested from the provost with guidance of the provost.
• Perform other duties as assigned.
• Works closely with Academic and Student Affairs Fiscal Managers
• Prepare the PO for office supplies for the work room and for staff members, tracks office supply levels, and maintains budget ledger/record keeping of funds used for the Provost's Office supplies and other office expenditures.
• Order and purchases food for meetings and works closely with caterers
• Monitors the office budget, reconciles orders, invoices, and monthly financial record statements; communicates with vendors regarding adjustments to invoices
• Prepares purchase requisitions and travel forms and makes travel reservations for faculty staff, when necessary
• Provide project support to the provost's office.
• Receive and coordinates special projects and assignments from the University Provost.
• Apply project management skills and tools in creating project plans and followup schemes for different projects directed and lead by the provost.
• Provide note taking for committees, as requested.