Senior Executive Assistant

Senior Executive Assistant - Generation Park

Support the work of the Provost. Provide support for Provost’s activities and the College in a manner that reflects the Provost’s priorities and the College’s mission, goals, values and priorities.

• Provide administrative assistance and supervise daily general office duties and communications; scheduling of appointments and events; managing and maintaining electronic record filing system, retrieval, retention, and disposal; travel arrangements; registrations; expenditures and processing needs to meet deadlines effectively and efficiently. Generate, maintain and distribute reports, databases, letters, memos, e-mails, mail mergers, distribution lists, invitations, programs, announcements, newsletters, ads, awards, certificates, handouts and other requested communications as requested by the office of the Provost.
• Provide administrative assistance for Provost, committee meetings and events hosted by the Provost’s office. Assist with planning, scheduling, documentation collection and assembly of agenda items, recording and transcription of minutes for distribution, tracking and follow-up of actions items as needed and maintaining updates on College sites and various College drives etc.
• Implement, analyze, collect and coordinate requested data for various scheduling and tracking reports in assisting the Provost (FY Budget, SOS Budget Development, Budget Development Training, Departmental Program Reviews, Expenditure Reviews, Faculty/Student Reviews, New Hires, Payroll).
• Maintain financial requirements through Banner Finance (Budget FY Maintenance;
  Annual Development;
  Assembling of Special Budget Reports;
  Reviews;
  Requisition s;
  Purchase Orders;
  Journal Voucher Transfers; Encumbrances; Downloads; Purchase card expense report statements and reconciliations).
• Planning and maintaining office workflow efficiency by recruiting, training, supervising and evaluating part-time staff and student assistants in scheduling and assigning office projects to expedite work tasks of the office of the Provost.
• Coordinate internal and external campus sponsored events and meetings by serving as a committee or council member, planning, organizing, acquiring quote requests, budget processing and tracking, generating maps, brochures and handout for distribution, assigning of duties of office staff and others as needed. Act as Provost’s liaison with various constituencies; work with college management leadership, external constituencies, administrators, faculty, staff and students to resolve inquiries, problems and complaints addressed to the Provost’s office;
  
  manage and direct inquiries within capacity.
• Secure arrangements necessary for meetings and events on and off campus hosted by the office of the Provost and in supporting Campus meetings and events requested by outside parties as needed, including but not limited to room reservations, parking, security, catering, entertainment, media, custodial requirements, maintenance requests, expenditures, travel arrangements, etc. Coordinate arrangements with various departments and individuals for special functions and college events, including, but not limited to annual campus College Community Week;
  College Community Day;
  December Holiday luncheon;
  Campus Retirement Reception;
  Commencement activities and events; special assigned projects and initiatives; miscellaneous receptions; council, committee, taskforce, departmental meetings; groundbreakings; building dedications, etc.
• Uphold the public image of the office of the Provost. Maintain confidentiality of records and personal interactions. Project a professional, courteous, and accommodating attitude in promoting positive relationships within the College and with various community, civic organizations, and ISD’s.

• Assist office/campus walk-ins, call center, other district and campus departments as needed.
• Maintain supplies inventory for office, meetings and various events by reviewing stock and anticipating supply needs.
• Maintain and submit maintenance requests or repairs for various buildings and office equipment (Computers, Telephones, Fax,…