Executive Assistant to the Provost

About The University Manhattan University is nestled in the historic neighborhood or Riverdale , close to dozens of restaurants and shops as well as Van Cortlandt Park , and is only 35 minutes from midtown Manhattan. Manhattan University is nationally ranked and offers degree programs in the arts, business, education, engineering, and science. The University has approximately 2,900 full and part-time undergraduate and graduate students enrolled in over 50 fields of study. It is committed to excellence in teaching a diverse student body and preparing students for successful careers and fulfilling lives. We are committed to creating an inclusive environment where all employees and faculty members can thrive personally and professionally.

Position Description We are currently considering internal applicants only at this time. Position Reports To: Provost

About The Office Of The Provost The Office of the Provost provides academic leadership for Manhattan University, overseeing faculty affairs, academic policy, and support for the University’s Schools in service of Manhattan’s Lasallian mission and its commitment to student success.

The Executive Assistant to the Provost provides manages the daily operations of the Office of the Provost and provides high-level administrative and executive support to the Provost. The position administers core faculty affairs functions, including appointment letters, payroll processing, contracts, promotion and tenure, and sabbaticals, and serves as a key liaison between the Office of the Provost and Deans, Department Chairs, faculty, and external stakeholders.

This is an in-person non-remote position. Job Responsibilities Executive & Office Support:

• Serve as first point of contact for the Office of the Provost. Screen visitors, incoming calls, mail and correspondence using sound judgment and discretion, and ensure requests are routed and responded to accordingly.
• Manage the Provost’s calendar, scheduling, and the daily operations of the Office of the Provost.
• Draft, edit, and prepare correspondence, memos, briefing materials, and presentations on behalf of the Provost.
• Coordinate meetings, agendas, and logistics for the Provost’s Office, including faculty meetings and Academic Affairs leadership meetings.
• Maintain organized office files, records, and workflow tracking systems, including confidential and sensitive materials.
• Monitor and coordinate purchasing, budget tracking, and expense reconciliation for the Office of the Provost.

Faculty Affairs & Records

• Maintain and update full-time and part-time faculty records; calculate salary increases and prorations, issue annual salary agreements to full-time faculty and semester/intersession agreements to full-time and part-time faculty.
• Work closely with Human Resources and Payroll to coordinate faculty salaries and special payments.
• Create and maintain Banner records for all faculty, including position assignments and updates.
• Coordinate matters related to promotion and tenure, sabbaticals, and summer grants; maintain records and track eligibility and deadlines.

Events & Communications

• Coordinate Commencement and Convocation ceremonies, including preparing scripts and programs; work closely with the Office of the President, Marketing and Communications, and Dining Services.
• Plan and support additional Provost’s Office events, meetings, and academic ceremonies as needed.

Liaison & Stakeholder Support

• Serve as a primary point of contact for Deans, Department Chairs, faculty, students, and external stakeholders on behalf of the Office of the Provost, responding to inquiries and directing questions appropriately.
• Exercise discretion and sound judgment in handling confidential and sensitive information.
• Supervise graduate assistant(s), as assigned.
• Perform other duties as assigned in support of the Office of the Provost’s strategic priorities.

Requirements

• Bachelor’s degree required; an equivalent combination of education and experience may be considered.
• Minimum of five (5) years of related administrative experience, preferably supporting a senior executive in a higher education setting.
• Extensive knowledge of faculty affairs processes, including contracts, promotion and tenure, and sabbaticals, preferred.
• Demonstrated ability to exercise independent judgment, handle confidential information, and manage competing priorities w…