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.
• Represents and supports the Provost through high quality written communication including drafting emails, managing follow up, and coordinating responses on their behalf.
• Acts as an extension of the Provost by proactively initiating follow up on their behalf, ensuring that action items, commitments, and deadlines are tracked and completed to move priorities forward.

Academic Affairs Process Oversight

• Support maintenance of Box files and Academic Affairs records, including processes, policies, action items, SOPs, and committee charters/memberships.
• Demonstrate strong initiative by recognizing gaps or opportunities, investigating potential tools or processes and assessing their suitability for the Provost’s Office.

Support the Office of Academic Effectiveness and Faculty Development

• Provide support to the Associate Vice Provost of Academic Effectiveness and Faculty Development. Edit, format and compile accreditation, curriculum, and assessment documents; maintain current syllabi files.
   

Document Preparation

• Prepare routine correspondence, including letters, e-mail, and reports; draft responses to inquiries, ensuring error-free written communications; manage the SHS Dean, SHS Admin, and Provost email accounts and periodically send e-mails on behalf of the Provost; prepare meeting notices and internal and external reports and presentations as needed. In addition, prepare forms for signature by the Provost.
   

Project Management and Coordination

• Manage administrative support related to ongoing institutional projects, including, but not limited to, searches, new academic programs, external contracts, and activities involving The Claremont Colleges consortium and its member institutions.
   

Event Planning

• Plan and organize events for Academic Affairs including the Academic Affairs Holiday Party and the Academic Affairs Awards Ceremony.
   

Staff Coordination

• Host regular meetings with Academic Affairs staff, support goal setting and outcomes, and support efficiency of support. Manage Academic Affairs staff resources and communication. Assist with Academic Affairs staff onboarding.
   

Graduate Assistant Supervision

• Recruit and supervise Graduate Assistants.

Other

• Other duties as assigned.

Required Knowledge, Skills and Abilities: Individuals must possess knowledge, skills and abilities to successfully perform the essential function 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.

• Ability to independently perform complex tasks and to prioritize multiple projects.
• Proactive self-starter that is able to operate efficiently with minimal supervision.
• Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling).
• Strong analytical and organizational skills with attention to detail.
• Proficient computer, online system, and web skills.
• Proficient with Microsoft Office Suite and video conferencing software.
• Familiarity with Canvas, Workday, and student information system preferred.
• Experience planning and coordinating large scale events in alignment with budget.
• Marketing and graphic design experience is a value add.
• Strong work ethic and team-based approach to working in a high-volume environment.
• Superior writing skills.
• Positive, welcoming personality with demonstrated orientation toward customer service.
• Willingness to be pro-active and take initiative when appropriate.
• Ability to maintain the highest level of confidentiality.
• Ability to work comfortably, respectfully, and competently with people of diverse backgrounds.
• Ability to handle multiple responsibilities simultaneously.

Hours, Classification, and Status: 

This is a regular, full-time, benefits-eligible, non-exempt position.
 

The regular hours of this position are Monday-Friday, 8:00 am-5:00 pm. Hours may vary due to the needs of the College or department.

Pay rate: $33.65 - $38.46 an hour. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.   

KGI offers a comprehensive compensation and benefit package. To learn more, visit https://services.claremont.edu/benefits-administration/ 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.  Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages. 

Ability to travel locally, depending on business needs. Occasionally, will be required to stand for prolonged periods at activities/events on and off-campus. 

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references (a manager, a direct report, if applicable, and a coworker).

Equal Employment Opportunity Policy:

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment.

Employment Eligibility:
Applicants must be authorized to work in the United States on a full-time basis without employer sponsorship. No visa sponsorship is available from Keck Graduate Institute.

KGI is a participating employer in E-Verify and uses the system to confirm the employment eligibility of all newly hired employees as required by federal law. For more information about E-Verify, please visit www.e-verify.gov.