Executive Assistant to the Provost & Vice President of Academic Affairs
Executive Assistant to the Provost & Vice President of Academic Affairs
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Job Description
Welcome to Career Opportunities at Lindenwood University.
PLEASE READ: For all applications please include your resume and cover letter. You may skip the Quick Apply page by simply clicking Next at the bottom of the page. When you arrive at the Experience page you may upload all desired documents using the upload box labeled Resume/CV. This is the appropriate box to upload all documents.
Benefits of Being a Lindenwood Employee:
- Upon hire employer-paid tuition benefits for bachelors (employee spouse and dependent) and masters degree programs (employee and spouse only).
- Tuition discounts for doctoral programs (employee only).
- Comprehensive benefits plan: medical dental vision life insurance disability insurance and retirement options.
- Paid holidays: MLK Jr. day Good Friday Memorial Day Juneteenth Independence Day Labor Day Thanksgiving break (Wednesday Friday) and winter break (Dec. 23 Jan. 1).
- Free lunch Fridays: LU employees are eligible for a free meal on Fridays at the Evans Commons Dining Hall or Spellman Dining Hall; Chick-fil-A and Qdoba included.
- Professional development opportunities through the Lindenwood Learning Academy.
JOB TITLE SUMMARY
Job Title: Executive Assistant to the Provost & Vice President of Academic Affairs
Division: Academic Affairs
Evaluation Group: Staff
FLSA Status: Exempt
Reports To: Provost & Vice President for Academic Affairs
Positions Supervised: N/A
Job Summary
The executive assistant is responsible for providing advanced administrative support to the office of the provost and vice president for academic affairs by conducting research producing reports handling data requests preparing and distributing executive communications greeting visitors assisting with daily operations and creating a friendly and professional environment.
Essential Job Functions and Performance Indicators
The intent of this job description is to provide a representation of the types of duties and level of responsibility that will be required of positions given this title. This job description shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Job Responsibilities and Execution
- Provides high-level administrative and operational support to the office of the provost and vice president for academic affairs managing day-to-day functions maintaining records and filing systems handling confidential information and supporting both ongoing and special projects independently and collaboratively
- Performs data aggregation and analysis to create (format edit and proofread) documents and reports
- Schedules and organizes complex logistical arrangements such as travel conferences catering departmental meetings and events
- Answers phones responds to email forwards messages and confirms appointments
- Maintains appropriate office supply inventory
- Takes initiative in conducting research projects
- Leads the planning travel coordination and execution of high-level meetings and special events for University leadership including the Council of Deans academic committees and academic affairs teams as well as webinars and town halls Takes and distributes meeting minutes
- Provides excellent customer service during all interactions
- Serves as designated requisition creator (DRC) for academic affairs budget and works closely with budget officer
- Prepares and approves budget transfers and non-payroll expenditure transfers; reconciles spending authority
- Prepares and maintains internal accounting records and other duties related to fiscal administration including receiving purchase orders maintaining p-card information and reconciling purchases
- Establishes and maintains systems for administration of academic records for the area including electronic files records and databases
- Assists with gathering of Higher Learning Commission (HLC) evidence
- Generates and prepares reports and presentations as requested
Service Excellence
- Serves as a liaison between the Provosts Office and all campus constituents
- Supports the mission of the University and serves as an ambassador of the Q2 culture of service excellence
- Models supports and holds others accountable to the Universitys values integrity dedication excellence creativity and teamwork
Communication Teamwork and Collaboration
- Prepares Provosts calendar and briefing materials daily
- Works with students to resolve complaints
- Prepares edits and distributes executive communications including memos letters presentations and spreadsheets
- Prepares brochures or web site content for communication within internal units or external audiences
Job may require other duties as assigned.
Required Qualifications An equivalent combination of education training and experience will be considered. Additional requirements may be designated by position.
- Bachelors degree
- Minimum of 5 years experience in providing executive administrative support preferably in a higher education setting
Knowledge Skills and Abilities May be representative but not all inclusive of the knowledge skills and abilities necessary to perform this job competently.
- Demonstrated ability to work effectively with individuals from diverse communities and cultures
- Excellent written verbal and interpersonal communication skills
- Ability to establish and maintain effective relationships with board members faculty staff colleagues students and the community
- Ability to work independently
- Effective problem-solving skills
- Excellent organizational and prioritization abilities
- Ability to multitask
- Strong professional integrity with proven experience maintaining privacy standards set by the Family Educational Rights and Privacy Act (FERPA) or similar confidentiality law or regulation
- Ability to use good judgment and think critically
- Working knowledge of general office hardware and computer software applications including the entire Microsoft Office Suite
- Typing speed of 60 words per minute
Work Environment Environmental or atmospheric conditions commonly associated with the performance of this jobs functions. Please click here to view Lindenwood Universitys flexible work designation descriptions.
- General office setting
- Non-Standard Flex
Physical Abilities The physical demands described below are representative of those that must be met by an employee to successfully perform this jobs essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Ability to work effectively at a computer for extended time daily
- Ability to sit/stand for extended periods of time
- Ability to lift/carry items commonly found in an office setting including but not limited to documents laptops keyboards etc.
- Ability to use repetitive wrist hand and finger movements to type regularly
- Regular attendance is a necessary and essential function
- Occasional carrying of equipment weighing up to 25 pounds
- Ability to lift carry or move materials and equipment of specified weight (e.g. up to 25 lbs.)
Equal Opportunity Employer
Lindenwood University is an Equal Opportunity employer. The University complies with appropriate federal state and local laws and provides equal employment opportunities and access to educational programs without regard to race color religion gender age sexual orientation gender identity national origin veteran status disability or any other protected status to all qualified applicants and employees. Lindenwood University is committed to a policy of non-discrimination and dedicated to providing a positive discrimination-free educational work environment.
Employment Type
Full-Time
