Cal Poly Humboldt · 2 days ago
Executive Assistant to the Provost
Humboldt County, CA
Full-time
Onsite
Entry, Mid Level
$5,797/mo - $8,445/mo
2+ years expCal Poly Humboldt is a comprehensive university that provides impactful educational opportunities. The Executive Assistant to the Provost will offer confidential administrative and project management support, manage the provost's calendar, and coordinate communications and meetings for the Office of the Provost.
Higher Education
No H1B
Responsibilities
Based upon a broad understanding of university issues and priorities of the provost, manage the agendas for high-level, confidential meetings, as well as manage communications on behalf of the provost
Assess the relative significance of day-to-day events and correspondence, some of which may be highly complex, politically sensitive, and/or involve multiple issues using independent judgment, creative solution-seeking, and proactive consultation
Evaluate priorities and disseminate information from the provost to others. Provide necessary requests to the provost and refer other requests to more appropriate individuals and offices as needed. Ensure each inquiry is appropriately referred and resolved in a timely and courteous manner in accordance with applicable policies and procedures, as well as laws and regulations
Identify systemic issues, as they arise, that require intervention and propose viable recommendations for improvement or change for consideration by the provost and other members of the leadership team so that the mission, vision, goals, and priorities can be more effectively realized
Ensure appropriate coordination of agenda requests for the OAA leadership team and council of chairs, including the management of ongoing topics and timelines, calendaring and follow up with invited guests, coordination of technical needs, recording and disseminating action items, tracking travel schedules in relation to draft agendas, working closely with executive level support staff to negotiate meeting modifications, providing front line communication to members and attending meetings
Draft and process sensitive and highly confidential letters and other forms of communication for the provost’s information and/or approval/signature, ensuring proper grammatical and typographical construction and format
Safeguard the confidentiality of the provost's office by exercising discretion in handling administrative records, files, and other confidential items, and in communicating information to faculty, staff, students, and various groups served by the university
Ensure professional and effective communication and interactions, both verbally and in writing, with persons in senior positions of authority within and outside of the university, the Chancellor's Office, as well as with faculty, staff, students, alumni, and members of the general public
Set priorities, manage deadlines, and implement effective office practices
Interpret university policies and procedures and apply knowledge with authority on a continuing basis
Gather background information or research key policy/program matters for use by the provost; maintain knowledge of applicable policies, procedures, and regulations that affect the Office of the Provost
Draft, review, and distribute divisional and campus-wide email communications, develop email templates
Provide lead oversight of student employees, including hiring, training and work assignments
Attend training and maintain skill accuracy to safely and effectively complete assignments
Process personnel-related documents, including new hire, onboarding, or separation forms for the Office of the Provost and approve personnel documents on the provost’s behalf
Manage and review absence recording and reporting for the Office of the Provost and the provost's MPP direct reports
Facilitate the efficient utilization of the provost’s time through the development and coordination of a complex calendar of appointments, meetings, social engagements, and university and community functions, supported by independent research and analyses
Prepare and organize documents, presentations, and complex reports on behalf of the provost. Provide essential information and materials for follow-up communications, phone calls, and other interactions. Gather, retrieve, and compile data, tabulate statistics, and present information in clear and understandable formats to support the provost’s needs
Work both independently and collaboratively with the provost’s office staff to deliver timely and relevant briefing materials, issue analyses, and information summaries needed for the provost’s meetings, conferences, communications, or phone calls. Ensure the provost is well-prepared for scheduled meetings by assembling necessary documents, preparing agendas, and setting up conference calls. Provide advance briefings to ensure adequate preparation and ensure all meeting materials are organized and ready
Serve as the initial contact for internal and external stakeholders for the provost. Manage incoming emails, phone calls, correspondence, and other matters for urgency; judge the urgency to respond, prioritize, and determine appropriate next steps
Communicate on behalf of, and serve as a liaison for, the provost with other vice presidents, the president, and other internal and external stakeholders; gather background information or research key policy/program matters for use by the provost; evaluate priorities and disseminate information from the provost; initiate and compose correspondence individually and on behalf of the provost; manage and update contact information for various distribution lists
Serve as functional and organizational lead for major initiatives and processes in Academic Affairs, including but not limited to strategic and academic planning processes, Diversity, Equity, and Inclusion (DEI) initiatives, initiatives that come from the President’s Office, etc., ensuring timelines are met, work assignments are clear, and appropriate tracking and evaluation occur
Work with leadership team members and their staff on confidential matters to keep apprised of critical issues
Review and proofread documents requiring the provost’s signature; monitor due dates and completion of pending matters; oversee the “signature file” and ensure timely turnaround of campus documentation
Work with Faculty Affairs and Human Resources to support the confidential preparation of materials related to Reappointment, Tenure, and Promotion (RTP) and staff evaluation processes, following up on behalf of the provost to address grievances, disciplinary actions, complaints, and other matters associated with collective bargaining units and bargaining
Serve as the provost's designee on various committees, attending meetings as appropriate, preparing agendas for committees, and taking minutes as necessary
Oversee the coordination of special events and receptions put on by the provost and the Division of Academic Affairs, and work with the President’s Office to coordinate university events or special projects of a limited duration when needed
Provide general office management
Work collaboratively with and provide lead support and training to the Operational Support Coordinator assigned to support the Office of Academic Affairs
Responsible for coordinating the revision and maintenance of the Cal Poly Humboldt Faculty Handbook, in consultation and coordination with the University Senate Office
Work with the Office of the President to manage and oversee the distribution and response to CSU requests and memorandums
Represent OAA on Commencement coordinating committee and participate in commencement planning activities
Work collaboratively with the President's Office, Marketing & Communications, and campus committees to successfully nominate or recommend award recipients for Wang Family Excellence Awards, Chang-Lin Tien Leadership in Education Awards, and honorary degrees
Independently oversee the process for Distinguished Faculty Awards. Oversee the scheduling of awardee lectures and the distribution of physical awards
Coordinate the RTP process for the provost and advise the provost on the personnel action calendar established by the UFPC. Send RTP recommendation/decision letters on behalf of the provost
Work collaboratively with Academic Personnel Services, Human Resources, and the Director of Academic Resources to coordinate Academic Affairs MPP search and appointment processes
Coordinate and ensure completion of the provost's management annual evaluation process
Processes all DIP and sabbatical leave notifications and correspondence
Other duties as assigned
Qualification
Required
Equivalent to a bachelor's degree in a related field and two years of relevant experience
Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis
An advanced degree in a related field may be substituted for the required experience on a year-for-year basis
Thorough and advanced knowledge of the principles, problems, and methods of business administration, including operational, fiscal, and executive-level administrative management
Excellent project planning and organizational skills, with the ability to independently plan, organize, and manage multiple complex projects and competing deadlines in a fast-paced, dynamic environment
Advanced communication, public, and internal relations skills to effectively represent university leadership; advise managers, staff, and faculty on policies and procedures; and engage and collaborate with diverse internal and external stakeholders
Advanced analytical and systems analysis skills, including expertise in administrative survey techniques and data interpretation, to evaluate complex information, develop sound conclusions, and recommend new or revised policies and procedures
Demonstrated ability to exercise independent judgment and decision-making in complex and ambiguous situations
Advanced skill and expertise in leading, training, mentoring, and developing administrative staff
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including the interpretation and application of pertinent laws, regulations, and policies
Comprehensive and detailed knowledge of university infrastructure and university and system policies and procedures, including Chancellor's Executive Orders and Memoranda, CSU Management Personnel Plan, Collective Bargaining Agreements for faculty and support staff, Executive and Administrative Memoranda, Management Letters, Faculty Handbook and appendices, and recruitment procedures for administrators and staff
Demonstrated customer service experience requiring a very high level of diplomacy, professionalism, tact, and discretion in handling high-level and sensitive interpersonal situations
Demonstrated ability to maintain a high degree of confidentiality
Thorough knowledge of English grammar, spelling, and punctuation, with demonstrated excellent writing skills
Excellent computer skills and proficiency with a variety of computer applications, including word processing, spreadsheets, databases, surveys, online systems, online calendaring, and email
Thorough knowledge of the provost's duties, priorities, and the functions of the Office of the Provost
Ability to understand and apply university and provost priorities in responding to requests and inquiries and in building agendas
Demonstrated ability to communicate and interact discreetly and effectively with faculty, students, parents, alumni, members of the general public, senior university officials, and senior external stakeholders
Ability to instill confidence in administrators, faculty, and staff that critical issues will be relayed to the provost with timely and appropriate follow up
Ability to develop event programs based on knowledge of university protocol
Ability to plan and coordinate multiple levels of events and workshops, including assembling cross functional teams and coordinating complex agendas
Ability to work effectively in a high-level, high-profile administrative office with frequent interruptions while maintaining professionalism
Ability to independently develop and implement research assignments, including data collection, analysis, and reporting
Ability to supervise staff by providing clear instructions, feedback, and direction on office procedures, practices, and work assignments
Preferred
Proficient with administrative systems such as PeopleSoft, PageUp, CFS Data Warehouse, Concur, DocuSign, Adobe and Google Suite
Demonstrated experience providing direct executive level administrative support to a provost, vice president, president, or equivalent senior academic or administrative leader in a higher education environment
Demonstrated knowledge of CSU or comparable public higher education systems, including experience working with systemwide policies, executive orders, collective bargaining agreements, faculty governance structures, and academic personnel processes
Demonstrated experience independently drafting, reviewing, and managing highly sensitive and confidential correspondence, reports, and communications on behalf of senior leadership, including campus wide or divisional communications
Demonstrated experience coordinating complex executive calendars, high level meetings, and special events involving multiple stakeholders, competing priorities, and politically sensitive or confidential matters
Benefits
Outstanding vacation
Medical
Dental
Vision plans
Life insurance
Voluntary pre-tax health and dependent care reimbursement accounts
A fee waiver education program
Membership in the California Public Employees Retirement System (PERS)
14 paid holidays per year
Company
Cal Poly Humboldt
At Cal Poly Humboldt, bold hearts and open minds shape the future. Founded in 1913, Cal Poly Humboldt began as a small college for teachers.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Carla Hoʻā
Interim CFO and Vice President of Finance and Administration
Kate Shea
Chief Operations Officer
Recent News
2023-11-03
The Denver Post
2023-11-03
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