Executive Assistant to the Provost/VP for Academic Affairs

Job Posting

JR100985 Executive Assistant to the Provost/VP for Academic Affairs (Open)

Department

Academic Affairs , PM

Position Type

Regular

Open Date

04-23-2025

Close Date

05-14-2025

$39.21 Hourly

Job Description

Reporting directly to the Provost and Vice President for Academic Affairs under general supervision, the Executive Assistant (EA) to the Provost/Vice President of Academic Affairs provides high-level administrative office management and support within the Office of the Provost. This position serves as the primary administrative support person for the Provost. Work assignments cover a broad range of activities from standard administrative support duties to more complex support functions requiring impeccable judgment. The candidate must be able to work independently, possess advanced problem-solving skills, and possess effective communication and listening skills. The EA is also responsible for the organization and effective operation of the Office of the Provost which includes providing processing budgetary paperwork, lead work direction to other administrative personnel in Academic Affairs and providing administrative support for the benefit of the division. The EA will interpret and apply complex operating policies and procedures, perform research, prepare reports with recommended courses of action, make in-depth analytical studies and investigations which may have broad impact, make recommendations for changes in policy or procedures, handle problems and materials of a highly confidential and sometimes sensitive nature, and support the Provost in creating a positive, a collaborative work environment.

Responsibilities

• Prepares and revises manuscripts, correspondence, charts, forms, and other material from copy or notes created by others using typewriter and/or automated office equipment. Proofreads materials.
• Composes replies to general inquiries requiring comprehensive program knowledge. Signs important correspondence frequently without instruction or review.
• Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness. Corrects and calls deviations or inadequacies to writer`s attention as deemed appropriate.
• Exercises independent judgement and initiative in establishing and revising complex and sensitive filing systems. Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Researches, analyzes and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background materials.
• Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
• Ensures scheduling of appointments and engagements without prior clearance. Makes arrangements and coordinates all details for meetings. Assures that executive is fully briefed before meetings on matters to be considered. May attend meetings and prepare notes.
• Ensures arrangements for travel and independently performs required administrative follow-up and recordkeeping. May be required to utilize Workday to create requisitions.
• Oversees office operations, ensures equipment, materials, and space are used efficiently and effectively.
• Acts as intermediary for executive, interacting with officials, staff at all levels, and the public. Provides information requiring comprehensive knowledge of institution policies, procedures, and special issues.
• Anticipates executive`s course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the executive.
  
  

Minimum Qualifications

EDUCATION

• Bachelor’s degree required
  
  

Experience

• Four years of experience, with experience providing primary secretarial support to a key administrator.
• Office management experience is strongly preferred.
• Equivalent combination of education and experience will be considered as meeting the minimum qualification of this position.
  
  

Preferred Qualifications

• Master’s preferred
  
  

Knowledge, Skills, And Abitilites

• Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment.
• Knowledge of business English, spelling, grammar, and arithmetic; of UMS policies and procedures and the institution's purpose, goals, and procedures.
• General knowledge of and skill in the use of word processing, database, and spreadsheet software to produce documents and maintain information.
• Ability to manage budgets and provide budgetary oversight.
• Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matters with discretion and tact; in interacting with students, public officials and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction.
• Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution; to make effective oral presentations; to supervise office operations and staff.
  
  

Other

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits equivalent to one year of experience.

Additional Job Information

Coppin State University offers a competitive benefits package to include health insurance options (medical, dental, vision), life and disability insurance, retirement plan contributions, as well as paid leave and federal holidays for all regular employees. Please see the link below to view the benefits that Coppin State University has to offer.

https://www.coppin.edu/benefits

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at AskHR@coppin.edu. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.