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Executive Assistant to the Provost

Posted:  June 19, 2015 

The Executive Assistant to the Provost is responsible for all clerical work including the day to day flow of work, appointments and communication that involves the Provost Office.

Essential Functions of the Position

The management of the office includes the proper scheduling of the time, effective planning of events and activities for which the Provost responsible, maintaining accurate records of required or needed materials, and systematically tracking work and assuring that projects are completed in a timely and high quality manner. 

Duties and Responsibilities

  • Accept responsibility for all clerical work of the office.
  • Prepare letters, statements, agendas, correspondence, and recurring reports.
  • Coordinate appointments and schedule meetings.
  • Maintain organized files and records.
  • Keep the schedule and make travel arrangements.
  • Receive, screen, and properly handle telephone calls.
  • Schedule and coordinate appropriately with other UC sites.
  • Keep calendar current.
  • Schedule use of guest suites, meeting rooms, and event spaces.
  • Keep contact information for constituents current and accurate.
  • Maintain office budgets for Provost, generate and execute requisitions/purchase orders/ reimbursements, recurring vouchers, monthly expense reports, reconciliation of monthly budget with online business office report. Prepare check requests, purchase orders and expense reports for reimbursement.
  • Maintain personnel files on all direct reports.
  • Collect all HR related forms for hiring and cessation of employment for direct reports.
  • Maintain updated student handbook in the Provost office.
  • Prepare all contracts (full-time, part-time, renewals) and appointment letters for faculty.
  • Update Datatel with new hire information for faculty.
  • Prepare and mail out Provost Certificates for Spring and Fall terms.
  • Assist in the coordination of office sponsored events (applicant interviews, Honors convocations, Academic Showcase, Fall and Spring Commencement, student orientations, etc.).
  • Work with food services to arrange for catering of events
  • Supervise work-study students and sign off on their timesheets.
  • Accept other duties as assigned. 

PREFERRED QUALIFICATIONS

Skills/Abilities and Knowledge 

  • Proficient in Microsoft Office (Word, Excel, Outlook, Access, PowerPoint).  Ability to move from one task to another with ease. Handle responsibility in professional and timely manner. Observe confidentiality at all times.

Education and Experience 

  • College Degree- Bachelor preferred with three or more years of office experience.

To apply for position, send cover letter, resume, salary requirements and three work references to:

Kelly Allen, Executive Assistant to the Provost
University of Charleston
2300 MacCorkle Ave SE
Charleston, WV 25304
kellyallen@ucwv.edu
FAX: 304-357.4714

The University of Charleston is an Equal Opportunity Employer.