Executive Assistant to the Provost

Quinnipiac University invites applications for an Executive Assistant to the Provost and play a vital role at the heart of academic leadership. Were seeking a detailoriented and forwardthinking professional to support the universitys chief academic officer and the Academic Affairs team. In this dynamic role you will manage highlevel administrative operations coordinate sensitive and timecritical initiatives and serve as a key liaison between the Provosts Office and internal and external partners. This is a unique opportunity to contribute to the universitys academic mission while working in a fastpaced collaborative environment.

Quinnipiac University is a private coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9000 students in more than 130 degree programs through its Schools of Business Communications Education Computing and Engineering Health Sciences Law Medicine Nursing and the College of Arts and Sciences. Our 21 Division I teams have achieved remarkable success boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey a threetime defending national champion womens rugby team and a trip to the Sweet 16 for our womens basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research and the university is consistently recognized by U.S. News & World Report and Princeton Reviews The Best 388 Colleges. The university is in the midst of program expansion and renewal for both traditional and adult learners attraction of diverse communities development of innovative corporate partnerships and construction of an ambitious set of capital projects. For more information please visit . Connect with Quinnipiac on Facebook Instagram YouTube TikTok and X.

• Work directly with the provost to support all aspects of the daily work routine which includes:
  • Maintains the provosts calendar and schedules meetings for the provost and provosts office on a daily basis which requires the ability to set priorities and collaborates with all university offices and constituencies
  • Gathers background information for meetings and researches key policy/program matters for use by the provost; keeps informed of applicable policies procedures and regulations that may have an impact on the university and/or provosts office; evaluates priorities and disseminates information to and from the provost and other members of the Provosts Office team. Researches and prepares data and presentations for the provost
  • Reviews and prioritizes mail and email that is received and/or sent to the provost initiates and composes correspondence individually or on behalf of the provost ensures content and grammatical accuracy and proper formats are utilized
  • Interacts and engages with all levels of administrators constituents and educators including Presidents Office staff alumni community representatives donors faculty government and legislative officials parents current and prospective students
  • Keeps the Provost appraised of timesensitive and priority issues ensuring appropriate followup
  • Assists with and maintains Provost office budget. Processes transactions for payment
  • Maintains and organizes electronic and hard copy files including highly confidential and sensitive information. Must be able to easily access documents and files as requested by the Provost
  • Assists with and attends key Academic Affairs events and major university events like graduation and annual awards ceremonies as needed
  • Assists with coordination and planning of Provosts retreats and Deans Council and Provost team meetings
  • Assist with other tasks and duties as assigned by the Provost
  • Serves as key member of administrative team in the universitys executive suite including support for the university president when requested

Strategic Communication Academic Affairs:

• Executive Assistant to the Provost creates coordinates and finalizes various internal and/or external communication including emails on behalf of the Provost and other senior leaders on the provosts leadership team
• Develops and/or presents information during various meetings with Provost Associate Deans Associate Provost Vice President and Associate Vice Presidents and confers with them during various processes
• Establishes uniform processes and procedures for electronic and hardcopy files and information management
• Works independently on special projects for the office such as but not limited to:
  • Administration and tracking of provost area systems for review promotion and tenure of fulltime faculty in conjunction with the Associate Provost for Faculty
  • Updates the Academic Affairs Organizational Chart
  • Assists with maintenance of Academic Affairs website
  • Assists with other event planning as requested
  • Other projects assigned by the provost

Supervision of the Operations Specialist Office of the Provost / Global Engagement:

• The Operations Specialist allocates 75% of their time to Global Engagement operations accepting duties and responsibilities directly from the Director(s).The other 25% of the role is dedicated to supporting operations of the provost office and is supervised by this role. In this capacity the person will:
  
  • Foster a supportive and developmental relationship focusing on mentorship and open communication.
  • Assign work and priorities as appropriate.
  • In collaboration with Global Engagement. leadership and the supervisee set achievable goals monitor and formally review progress annually.
  • Approve time off with consideration given to provost office and Global Engagements calendars.

• Bachelors degree required

• Minimum of 7 years of experience supporting a CLevel Executive
• Excellent oral and written communication skills including thorough knowledge of English grammar punctuation and spelling
• Thorough knowledge of office systems and ability to use broad range of technology systems and software packages
• Strong organizational and timemanagement skills with the ability to prioritize and multitask effectively
• Manage financial transactions and monitor provost area budget; ability to develop working knowledge of university budget policies and procedures
• Draft and compose correspondence and standard reports with a keen eye for detail and accuracy
• Demonstrated ability to effectively handle a broad range of interpersonal contacts including those at a high level and those sensitive in nature
• Ability to have discretion and maintain strict confidentiality

PREFERRED EXPERIENCE:

• Ability to solve a wide range of problems developing thoughtful and thorough solutions and using effective communication and listening skills
• Excellent interpersonal skills
• Ability to remain calm in difficult situations
• Ability to connect with a wide range of community members across the university
• Demonstrated competency in independently applying judgement and nonstandard applications and systems
• Knowledge of university policies and procedures
• Valid drivers license

TO APPLY:

Applications must be submitted electronically and include a resume a cover letter detailing how your experience aligns with the position requirements demonstrated commitment to intentional leadership that values individuals of all backgrounds and experiences and contact information for three references.


We offer a comprehensive benefits package for fulltime faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.


Quinnipiac University is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to fostering an inclusive and respectful community.