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Executive Assistant to the Provost
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Position Number: 2005497
Location: Charles Town, WV
Position Type: Administrative Vice Presidents

Executive Assistant to the Provost

Requisition Number: EXECU01989
Location: Charles Town, WV

The Executive Assistant to the Provost will provide administrative support to the University Provost in Charles Town, WV. Administrative support includes the essential functions listed below and other duties as assigned. Attendance at APUS Academic meetings and commencement ceremonies is required.

Essential Functions:

Provides assistance with drafting correspondence, producing, writing, as well as editing materials and reports for the Provost. Exercises high level of accuracy and attention to detail.
Facilitates communication between the Office of the Provost and various constituent groups.
Provides reception and supply maintenance support, as needed.
Manages Provost Council meetings, to include meeting planning, venue, document preparation, meeting minutes, etc.
Represents the Office of the Provost on various University committees.
Prepares reports as requested.
Manages and submits budget requests.
Manages budget balances for various academic budgets including monthly reconciliation and providing balance updates to the Provost.
Prepares reconciliation of credit card expenses and expense reimbursements for the Provost and other staff, as requested.
Reviews and vets materials prepared on behalf of the Provost for dissemination and/or for meeting preparation.
Assists the Provost, Deans, Directors, and award winners with travel planning and preparation, conference registrations, scheduling, and other administrative duties.
Prepares and distributes guidance for large academic meetings to include Deans and Directors, Academic All Staff, etc.
Performs office tasks such as copying material, assembling binders and packets, creating and updating documents and spreadsheets.
Proactively monitors Provost's meetings, activities, and events to develop method/process to collect crucial briefing and background materials.
Briefs the Provost and actively seeks to obtain any additional essentials for Provost meetings and/or activities as needed.
Coordinates and manages the Provost's schedule. Works directly with the Provost and with minimal supervision to independently arrange travel itineraries and materials as determined by the Provost.
Screens calls/visitors for the Provost and responds to questions based on knowledge of Provost's views and actions.
Initiates and arranges special conferences, meetings, and events for the Provost.
Opens, screens, and prioritizes the Provost's mail. Analyzes and routes necessary information and requests to appropriate University departments, offices, and administrative contacts.
Maintains the Provost's extensive research, administrative, and office record system. Works directly with the Provost to organize research files. Responsible for archival material and management.
Performs other duties as assigned to support the university and student body.

Work Environment and Physical Demands:

Standard office environment in Charles Town, WV
Off-site travel, as needed
May require telecommuting
Ability to perform light physical tasks, and on occasion, moderately physical tasks such as lifting and carrying items over 20 lbs., rearranging meeting rooms, moving collateral materials, and setting up and clearing catering for meetings

Required Skills:

Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

Communication Skills - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Writing and speaking skills as appropriate for the needs of the audience.

Administration - Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.

Time Management - Managing one's own time to ensure that deadlines are met and that tasks are completed in a timely manner

Critical Thinking - Using logic and reasoning to identify the strengths and weakness of alternative solutions, conclusions or approaches to problems.

Problem Sensitivity/Solving - Posses the ability to tell when something is wrong or is likely to go wrong. Possess the ability to solve problems within the individual's area of responsibility.

Personal Skills:

Integrity/Confidentiality
Attention to detail
Initiative
Adaptability/Flexibility
Stress tolerance
Dependability

Required Education and Experience:

Bachelor's degree required.
3-5 years experience providing administrative support at the executive level preferred.

To apply, visit https://recruiting.ultipro.com/AME1070/JobBoard/711bd40f-864c-42db-8c62-3c62f2edc13f/OpportunityDetail?opportunityId=35c26152-16a0-456b-906b-b4ab2b07b216