Administrative Assistant to the Provost

Columbia International University
Provost's office
Full-time
40 hours/12 months
September 01, 2020
Description: 

In support of the Provost, the administrative assistant performs administrative, secretarial, and clerical tasks, coordinates designated events, and performs other assignments as needed.

Responsibilities: 
  • Manage the Provost’s schedule including regular appointments and requests.
  • Open, sort and distribute incoming correspondence, including faxes and email.
  • Answer and handle incoming phone calls.
  • Organize and maintain effective and accurate system for storing electronic and paper documents appropriate to the Provost’s Office.
  • Record, draft, edit, and distribute minutes for various faculty, administrative, and Board committees as directed.
  • Compose Provost’s monthly newsletter.
  • Manage record keeping for departmental finances including review of submitted expense reports, processing of honoraria, and monitoring of budget variances.
  • Coordinate tasks as needed with the office of Institutional Research.
  • Assist in maintenance, editing and revision of departmental policy manuals.
  • Maintain a welcoming office atmosphere for faculty, staff, students, and guests.
  • Coordinate necessary travel and accommodation arrangements for the Provost.
  • Monitor and purchase supplies necessary for the Provost’s office.
  • Coordinate scheduling of appropriate faculty and administrative committees (university faculty, deans’ team, etc.).
  • Exercise initiative as appropriate to handle issues not needing direct intervention by the Provost.
  • Other assignments and projects as directed.
Qualifications: 
  • At least 3 years’ of administrative assistant experience.
  • Strong working knowledge of Microsoft Office suite, copier and word processing skills.
  • Strong writing and grammar skills, with ability to compose the text of appropriate letters.
  • Strong interpersonal skills.
  • Ability to take and produce accurate minutes.
  • Must be able to make independent decisions when seeking to resolve difficulties in the daily operation of the office.
  • Ability to make appropriate decisions about matters in the absence of the provost and to appropriately prioritize items in the workload.
  • Ability to deal with various situations that may arise in the office with a pleasant and cooperative attitude.
  • Knowledge of and experience in higher education and especially knowledge of CIU as an organization preferred.
  • Ability to maintain strict confidentiality.
  • Bachelor’s degree preferred.
Benefits: 

CIU provides a benefits package that includes:

  • 100% of employee’s cost of membership in the Health Plan
  • 401(k) plan with match opportunity 
  • 100% of employee’s cost of group life insurance
  • Long term disability insurance
  • Vacation days, holidays, sick leave, family leave
  • Educational benefits are available