Executive Assistant to the Provost and Vice President of Academic Affairs

Job Posting Title Executive Assistant to the Provost and Vice President of Academic Affairs

Job Description Position Overview: The Executive Assistant (EA) to the Provost and Vice President of Academic Affairs (Provost) works independently to provide high-level management of and administrative support to the Office of the Provost and the Academic Affairs Division. The EA also serves as a liaison on behalf of the Provost, conducting project management, communication, event planning, and staff coordination, in addition to providing general executive assistant support.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S. News and World Report, and the Princeton Review.

Education And Experience A bachelor’s degree in business or a related field is required; a master’s degree is preferred. Five or more years of demonstrated professional success in higher education office administration with increasing responsibility, including experience supporting senior academic leaders (i.e., Dean, Provost, etc.), is highly preferred. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and ability to perform the job may be considered.

Essential Functions and Responsibilities: Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodations, using some other combination of skills and abilities.

Liaison

• Serve as first point of contact for the Office of the Provost. Exercise judgment and discretion in handling all incoming inquiries, telephone calls, mail, and electronic correspondence for the Office of the Provost, ensuring requests for action and information are relayed to the appropriate staff members.
• Serve as liaison between the Provost and all internal and external contacts, providing assignments, instructions, and follow-up. Acquire background information for meetings/projects that involve the Provost. Serve as a primary contact for the Provost’s Office responding to inquiries from faculty, staff, students, Trustees, alumni, and external stakeholders. Ensures timely responses and anticipates need proactively.

Primary Administrative Support

• Coordinate academic affairs faculty and/or student activities; schedule, compile, and analyze for: course/faculty evaluations, peer evaluation, and other assessment tools; prepare annual academic affairs report; prepare academic affairs Dean’s List and graduation documentation; oversight of yearly academic schedule submission; assist the Provost with budget management; take minutes for Provost leadership/faculty/BOT AA meetings; submit website updates to Marketing and Communications, and maintain confidential files for faculty and students.

General Executive Assistant Administrative Support

• Reconcile financial and credit card accounts for the Provost; make travel arrangements; schedule meetings; manage high-volume calendars; organize meeting preparatory materials; ensure meeting follow up as required; respond to routine inquiries and exercise discretion in knowing to whom, and how to route incoming inquiries; perform data entry as needed; attend relevant meetings as required.
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