Executive Assistant to the Provost

POSITION CODE: 7867

DEPARTMENT/ADMINISTRATION: Provost Office

POSITION: Administrative Exempt (12 months) Full-time (40 Hours)

SALARY RANGE:$70304-$70304

HIRING RANGE:Anticipated hiring range is near or at the minimum of the classification

commensurate with candidates education experience skills and training.

INTRODUCTORY PERIOD:Twelve(12) Months

AVAILABLE:Immediately

POSTING DATE: May 1 2026

APPLICATION DEADLINE:Open Until Filled Apply Immediately.

Definition of Classification:

TheExecutiveAssistant to the Provost provides senior level administrative support to the Provostand the Provosts Office and designated administrative staffincludingtheAssociate Provost and Director ofStrategic Partnershipsand Community duties includemaintainingtheProvostscalendar correspondence budgetandrecords andfieldingcommunications and inquiries on behalf of Executive Assistant also organizes prioritizes and managesworkflows;exercises independent judgment todeterminepriorities; and is knowledgeable aboutUniversityand include coordinating all Provost Office events booking travellogisticsand supportingTown &Gown eventsandactivities and otherspecial projects. The Executive Assistant also cross-trains as needed to support faculty governance work processes.

Reporting to the Provost this position models a collegial professional demeanor which includes fostering a friendly service-oriented accessible office. Preserves a high level of confidentiality. Works collaboratively with the Academic Affairs Specialist to maintain 8:00 a.m. to 5:00 p.m. access to the Provosts Offices. This position requires flexibility to work outside normal business hours including evening and weekend hours as required.

Duties and Responsibilities:

Manages and maintains the Provosts calendar by scheduling prioritizing and coordinating appointments; organizes daily agendas and prepares meeting materials; follows up on action items to ensure timely completion. Provides comprehensive organizational support for meetings hosted or chaired by the Provost and as needed the Associate Provost and Director of Strategic Partnerships. Collaborates closely with Deans and their staff faculty governance leaders and facilitates coordination between Academic Affairs and the Board of Trustees. Maintains strong working relationships with Cabinet offices particularly the Presidents Office and the Chief Financial Officers Office.

Provides support for major relationships and initiatives coordinated by the Provost for example academic planning accreditation visits and campus strategic planning to name a few; plans VIP visits and on-campus events; liaisons for search committees and provides support for assessment visitations as needed.

Performs a variety of clerical duties in support of the division including filing contracts spreadsheets budget reports purchasing check requests and reimbursements processes expense reports correspondence forms and other reports and documents in support of the Provosts office; orders and maintain supplies; processes incoming and outgoing mail; types proofs duplicates and distributes reports and documents as needed.

Supports the Provost and Provosts Office in development and review of Memoranda of Understanding/Agreement to support academic programs at the University international partnerships new license and license renewal procurement processes etc.

Supports data analysis activities as needed; organizes and stores records including electronic records of the Provosts office.

Coordinates and arranges conferences and travel for the Provost.

Coordinates appointments with direct reports donors trustees and others within the University community.

Provides frequent assistance in person in email correspondence and on the phone which requires a high degree of tact and knowledge.

Leads in planning major events: for example faculty dinners tenure and promotion reception(s) Our House Reception and commencement ceremonies.

Leads in coordinating annual Fall Faculty Retreat including participation in initial planning meetings securing appropriate location coordination with food service preparation and distribution of agenda and accompanying materials.

From draft information prepares official contract letters for initial appointments to full- time and term candidates for Provosts signature. Gather verify and process all forms necessary for payroll.

Supports Provost in the recruitment of vacant administrative and staff positions in Academic Affairs under the Provosts direct supervision. Coordinates with HR on Job descriptions paperwork itinerary development room reservations candidate support and expense reimbursement as well as preparations for onboarding.

Communicates carefully with all new faculty members from the time of initial appointment to arrival on campus. Serves as resource person to facilitate house- hunting visits and relocation and offer resources to assist them.

Coordinates relocation process for all qualifying faculty assuring adherence to University policies and procedures. Reviews interprets and processes each relocation estimate. Provides Academic Affairs Office signature approval on expenses prior to Human Resources. Provides guidance to each new faculty member regarding reimbursement policies and requirements and completes appropriate forms.

In collaboration with the Academic Affairs Specialist arranges all logistical aspects of New Faculty Orientation meetings including notification to all involved preparation of handouts menu and set- up coordination with Catering and Campus Events staff confirmation of audio-visual equipment and attendance and oversight of meetings.

Assists with coordinating annual Phi Beta Kappa event and provides overall logistical support for arrangements for fall and spring dinners. Secures appropriate locations selects menu manages reservation listing and insures timely deposit of income. Responsible for overseeing event budgets.

Maintains the Provosts website.

Assists the Director of Strategic Partnerships & Community Engagement with Town & Gown events and activities including creating email invitations and webpages printing nametags and other pre-event support.

Performs other duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to but not limited to the following:

Experience/Training/Education:

Required

High school diploma or equivalent and two (2) years of additional coursework in related fields.

Three years of progressively responsible job-related experience in a similar or equivalent position.

Preferred Experience/Training/Education:

Bachelors Degree.

Experience working in a higher education administrative support position.

Skills and Knowledge:

Knowledge of office procedures methods techniques and Microsoft Office Suite (Outlook Word PowerPoint Excel).

Excellent organizational and communication skills (both verbal and written).

Ability to set priorities and maintain multiple ongoing tasks with tight deadlines.

Ability to handle highly confidential and sensitive materials and situations.

Ability to work cooperatively with co-workers supervisors faculty students and other constituencies.
Must be able to competently interact with a culturally and ethnically diverse population of students faculty and staff.

Physical Requirements/Working Conditions:

Working Conditions:

Standard office environment with some evening or weekend work required based on case needs. May involve difficult conversations managing distressing content and working under deadlines. Occasional travel to system campuses throughout California or for training conferences or meetings.

Physical Demands:

Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort. This position requires flexibility to work outside normal business house including evening and weekend hours as required.

TO APPLY:A resume/CV and cover letter are compliance with The Americans with Disabilities Act if selected for the interview process and accommodations are needed please call .If you are unable to complete an application due to a disability contact us at to ask for accommodation or an alternative application process.

HIRING RANGE:Anticipated hiring range is near or at the minimum of the classification commensurate with candidates education experience skills and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range considers the wide range of factors that are considered in making compensation decisions including but not limited to experience skills knowledge abilities education licensure and certifications and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as theHiring Range. Placement within the Hiring Range is determined by internal equity and relevant qualifications.

BACKGROUND CHECK:Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment which may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.

DRIVERS LICENSE CHECK:Possession of a valid Drivers License is required for certain positions. Employees in positions that require a valid Drivers License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid drivers license and reflects driving record.

PHYSICAL AND PSYCHOLOGICAL EXAMS:For certain positions typically in Public Safety Facilities Athletics and Information Technology Services departments employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 Safety Officers in addition to a pre-employment physical exam will also be required to pass a psychological evaluation.

FOR MORE INFORMATION VISIT

Human Resources ()

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities