Executive Assistant, Office of the Provost

Vanguard University Position Summary The Executive Assistant for the Office of the Provost at Vanguard University provides high-level administrative and operational support to the Provost + Vice President of Academic Affairs. This role is essential to the effective functioning of the Office of the Provost, managing day-to-day operations, supporting shared governance and Board of Trustees processes, coordinating academic communications, and ensuring the Provost can focus on institutional leadership and the priorities of Ascend 2030 . The Executive Assistant supervises administrative staff within the office, manages financial operations including budget reconciliation, and serves as a key point of coordination across Academic Affairs. This position reports directly to the Provost + Vice President of Academic Affairs.

POSITION DUTIES

• Office Operations and Provost Support

• Provide comprehensive operational support to the Provost - including calendaring and scheduling, divisional event planning, developing presentation and communication materials, processing expenditures, and demonstrating appreciation for faculty and academic staff - anticipating needs and handling logistical details with accuracy and discretion.
• Supervise other administrative or student staff within the Office of the Provost, providing direction, support, and oversight of day-to-day administrative functions.
• Manage the Provost’s scheduling, ensuring effective coordination of meetings, priorities, and commitments across the institution.
• Coordinate travel arrangements and itineraries for the Provost, manage travel reimbursements and related documentation.
• Support strategic institutional initiatives including Ascend 2030, coordinating follow-through on action items and related communications.

• Coordinate and report data as requested, handling special projects and other duties as assigned by the Provost.

• Governance, Academic Leadership, and Board of Trustees Support

• Coordinate the Academic Leadership Council (ALC) and Academic Leadership Forum (ALF) meetings, developing agendas and minutes, coordinating logistical details, and ensuring timely distribution and accurate records.
• Support shared governance processes, including faculty committee membership coordination, elections, and related documentation.
• Maintain the Faculty Employee Handbook and Shared Governance Manual, ensuring both documents are current and accessible.
• Manage all logistics and documentation for the Academic Committee of the Board of Trustees, including preparing agendas, assembling materials, and providing meticulous minute-taking in accordance with Robert’s Rules of Order (in conjunction with the Board Professional).
• Collaborate with Academic Affairs leadership to prepare reports and materials for the full Board of Trustees (in conjunction with the Board Professional).

• Coordinate meetings of academic administrative leadership, including program coordinators and directors.

• Financial Management and Budget

• Directly manage the budget for the Office of the Provost, providing consistent updates encompassing operating funds for personnel and academic planning and implementation.
• Perform monthly budget reconciliations for the Office of the Provost, maintaining accurate financial records and flagging variances.
• Assist the Provost and the deans with annual budget planning, including developing financial projections.

• Assist with bi-annual overload payments, workload forms, and conference course payments for resident faculty (in conjunction with Human Resources).

• Communications, Web, and Institutional Presence

• Maintain and update the Office of the Provost website pages, ensuring content is current, accurate, and aligned with institutional branding.
• Manage email communications on behalf of the Office of the Provost, including drafting and distributing announcements to faculty and academic staff, and posting updates on Faculty Central.
• Coordinate and distribute “Good News” communications, celebrating faculty and staff accomplishments across the institution.
• Manage annual Assemblies of God Alliance reporting and awards processes on behalf of the Provost’s Office.

• Support WSCUC accreditation-related tasks and documentation as assigned.

• University Calendar, Events, and Ceremonies

• Coordinate the University Academic Calendar including major meetings, Academic Chapel scheduling, the academic year calendar, and the fiv…