Executive Assistant to the Provost

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

300 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100003 Provosts Office

Work Shift:

UR - Day (United States of America)

Range:

UR URG 111

Compensation Range:

$64,200.00 - $96,200.00

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Under general guidance and with significant latitude for independent judgment and initiative, leads executive-level administrative and operational support to the Office of the Provost. The position reports administratively to the Chief of Staff to the Provost and provides functional support to senior staff or others in the office, depending on the needs of the office at any given time. This position anticipates the Provost’s needs and priorities by proactively monitoring upcoming commitments, identifying potential issues or gaps, preparing relevant information and materials, and taking appropriate action to ensure the Provost is well-positioned to effectively manage priorities.

This position works closely with all Office of the Provost staff as well as other University units and leaders in a fast-paced, team-oriented, high-visibility environment. The duties of this position require the need for absolute confidentiality, professionalism and exceptional attention to detail.

ESSENTIAL FUNCTIONS

Executive Administration: Manages the calendar for the Provost. Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations.

• Anticipates and proactively addresses the needs of the Provost by applying a deep understanding of institutional priorities, organizational relationships, and the Provost’s responsibilities. Assesses upcoming priorities and potential challenges, proactively monitors the Provost’s schedule and key institutional activities to anticipate upcoming needs, prepare the Provost for meetings and decisions, coordinate appropriate resources and stakeholders, and initiate action to address needs before they become urgent. Ensures timely preparation, coordination, and follow through of tasks.
• Proactively anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings.
• Supports the Board of Trustees Academic Affairs Committee by coordinating meetings, compiling agendas and related materials, communicating with Trustees, providing staff support for meetings, recording minutes, and collaborating with colleagues in the President’s Office.
• Conducts fact-finding and composes responses to non-routine inquiries. Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing requests and correspondence. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests. Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries. Assists with proofing and finalizing presentations, letters and committee minutes. Processes reimbursements.

Corresponds on behalf of the office with University officers and external organizations by relaying and anticipating senior leadership instructions, preferences, and concerns. Ensures that officials and others are informed of decisions either directly or through coordination with other senior leaders.

Project Management: With direction, updates action plan documents as needed. Monitors action plans of key projects of the…