Executive Assistant to the Provost

Job Description

Job Description

Salary: $61,236.26 Annually

Edison State Community College invites qualified candidates to apply for the full-time position of Executive Assistant to the Provost. The Executive Assistant to the Provost’s office is responsible for performing a variety of administrative and professional functions to support the Provost and the Deans in the management and administration of the College while exhibiting a high degree of professionalism and confidentiality. The role is pivotal in ensuring smooth day-to-day operations within the Office of the Provost and facilitating communication across departments. The position serves as a liaison between the Provost and internal/external stakeholders, manages scheduling and correspondence, coordinates events and projects, and supports initiatives that advance the mission of the college.

To be considered, candidates should include cover letter, resume, and list of education/work experience, including job titles in chronological order when completing their online application.

Edison State Community College is an EOE/AA Employer.

Functional Responsibilities:

• Assist the Provost with the day-to-day operation of the Provost office to include the coordination of meetings and communication between the office and the administration, classified, faculty, adjuncts, academic divisions and various committees.
• Serve as the primary point of contact for the Office of the Provost, handling inquiries with professionalism and discretion.
• Manage the Provost’s calendar, including scheduling meetings, appointments, travel, and events.
• Prepare, proofread, and manage correspondence, reports, presentations, meeting agendas, and minutes.
• Coordinate meetings, including logistics, materials preparation, hospitality, and follow-up communications.
• Coordinate academic processes such as program reviews, accreditation activities, promotion and recognition, and faculty evaluations.
• Monitor deadlines and track progress on projects and initiatives led by the Provost and the Academic and Student Affairs division.
• Process purchase orders, manage office supplies, and monitor budget expenditures for the Provost’s office.
• Plan and coordinate all travel for the Provost, including air and ground transportation, accommodations, itineraries, and on-site logistics.
• Monitor travel budgets and process all reimbursements and expense reports in compliance with institutional policies.
• Remain accessible to resolve changes or issues in real-time while the Provost is traveling.
• Assist with preparation of the budget, budget tracking and purchasing for the Office of the Provost.
• Collaborate with deans, faculty, staff, and other administrators to support strategic priorities.
• Organize and coordinate campus-wide academic events, including award ceremonies, duty week sessions, and professional development sessions.
• Serve as secretary to Provost’s Council and the Academic and Student Affairs Council by taking and transcribing minutes, distributing of materials and managing technical support, when necessary.
• Attend key meetings as needed to track discussion points, record action items, and manage follow-up.
• Produce various reports upon request for Provost.
• Maintain up-to-date official files and documents.
• Represent the Provost’s Office on committees and presentations as assigned.
• Generate, process, and/or forward paperwork as required relying on accepted policies and practices and determine documents requiring administrator review and/or signature.
• Provide executive-level support for ad hoc projects and other responsibilities that align with institutional goals and the Provost’s strategic agenda.
• Perform special projects and other duties assigned by the Provost.

Requirements

Required Knowledge, Skills, and Personal Qualifications:

• High degree of sensitivity, personal integrity, and discretion for work involving access to personal and confidential information.
• High degree of initiative and self-direction.
• Ability to accommodate demanding workload with diverse areas of involvement.
• Ability to effectively problem solve; evidence of critical thinking skills.
• Proven human relations skills and the ability to positively interact with officials within the higher education system, the College community, as well as the community at large.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); Colleague database system; Informer reporting software; SharePoint.
• Willingness to occasionally work outside standard business hours to support evening events or urgent matters.

Required Experience:

• Five or more years of progressively responsible administrative experience; experience supporting C-suite or cabinet level leadership in higher education experience strongly preferred.
• Demonstrated experience supporting executive leadership in a fast-paced and confidential environment.

Required Educational Background:

Associate’s degree is required. Bachelor's degree preferred.

Supervises following staff:

None

Benefits

The following benefits are available to full-time Professional/Technical employees. Employees working less than thirty hours a week are ineligible.

Health & Life Insurance:

• Edison State Community College provides excellent medical and dental plans with cost-shared premiums.
• The college offers a reimbursement program to share a portion of the employee's out-of-pocket expenses.
• Each employee receives an accidental death and dismemberment insurance policy.

Retirement Benefits:

• Edison State Community College participates in the Ohio Public Employee Retirement System (OPERS).
• Based upon the Ohio Revised Code, 10% of an Edison State employee's gross salary is deposited into their individual OPERS account. The college contributes an additional 14% which is not figured into the employee's base salary.
• An option for an alternate retirement plan is also available. Employee and employer contributions would be the same as above.

Benefits that are not cost-shared by the college (available for payroll deduction):

• Vision
• Supplementary Life Insurance
• 403(b) Tax Deferred Annuities

Vacation:

Professional/Technical employees receive 3 weeks of vacation each year which begins accruing on the employee's first pay period. After five years of employment with Edison State the Professional/Technical employee will receive 3.5 weeks each year, after ten years this increases to 4 weeks, after fifteen years the employee will receive 4.5 weeks of vacation and this once again increases to 5 weeks after twenty years of employment with the college.

Sick Leave:

Edison State employees receive 3 weeks of sick leave each year which begins accruing on the employees first pay period.

Holiday Pay:

At the start of their employment employees are eligible to receive pay for the 11 holidays for which the campus is closed.

Tuition Waiver:

• Edison State employees receive 100% of their instructional fees waived for any Edison State courses they take.
• Dependents (spouse or children) of full time Edison State employees receive the same 100% waiver for Edison State course instructional fees and dependents of part time employees receive a partial waiver.

Tuition Reimbursement:

Edison State offers partial tuition reimbursement for continued education.

Health Club Contribution:

Edison State will pay a portion of an employee's yearly premiums for a health club membership. Memberships to some local YMCA organizations can be payroll deducted.

The college also provides an on-site fitness center to employees, students and the community at no charge.