Executive Assistant, Office of the Provost
Job no: 496478
Position type: full-time
Location: Lewisburg, PA
Categories: Academic Affairs, Clerical / Support, Other
The Executive Assistant provides administrative, technical and supervisory support through a broad array of duties and responsibilities to sustain the role of the Provost and the operation of the Provost’s Office. The Executive Assistant will interface with a wide variety of internal and external constituencies and collaborates frequently with staff of the offices of the President, General Counsel, Human Resources, Finance, and Deans of the Colleges. The incumbent works autonomously and uses independent judgment on Provost’s office matters and works consistently and frequently with highly confidential material.
Duties include but may not be limited to:
• Functions as office manager for the Office of the Provost.
• Manages the Provost's calendar, including: prioritizing requests for appointments, Provost’s weekly and bi-weekly meetings with direct reports, special meetings requested by the Provost, and meetings requested by other administrative or academic offices; schedules Bucknell-related off-campus appointments and meetings.
• Makes travel arrangements for Provost with attention to cost savings, time efficiency and individual travel needs and preferences. Prepares monthly travel credit card reconciliation forms.
• Manages cyclical duties for which the Office of the Provost has responsibilities, including the special events preparation and the planning and coordination of special annual events.
• Responds to and advises the Provost Office staff, faculty, student and external requests for departmental, college, or university information.
• Screens incoming telephone calls specifically for the Provost, collecting reliable information to assist her/him in returning calls, or referring such calls to more appropriate staff members.
• Responds on behalf of the Provost in email correspondence, by phone, and in person to information requests received from campus constituencies. Communicates various email announcements to students, faculty and staff on behalf of the Provost and/or Provost’s Office.
• Processes confidential correspondence and documents for the Provost Office staff; provides quality assurance on outgoing material and letters from the Provost.
• Reads, routes, prioritizes and handles follow-up of the Provost's mail, researching and providing information to facilitate responses, referring to other administrators for handling when appropriate, and drafting responses as directed.
• Coordinates logistics for campus visitors and other projects to include, but not limited to, scheduling faculty interviews for associate provosts.
• Provides administrative support (scheduling) for governance committees including Faculty and Personnel Committee, Committee on Staff Planning, and University Review Committee.
• Provides additional administrative support for the University Review Committee. This includes, but may not be limited to intake, scanning, posting and return of review materials; working closely with the Co-chairs of the URC to provide requested support; responding to specific questions from review candidates, department chairs, and academic assistants; arranging logistics for full committee and sub-committee meetings; coordinating logistics and preparing material for the URC Spring meeting.
• Prepares all tenure-track appointment letters (for Provost’s and Deans’ signatures), prepares special appointment letters for the Provost’s direct reports, and offer letters for visiting faculty and adjuncts/lecturers.
• Creates and maintains records for new faculty hires and updates all active faculty records as needed, including changes in tenure status, promotion status, appointment status, etc.
• Prepares and submits electronic pay, either by semester or by month, for adjuncts/lecturers, adjunct artist affiliates and overloads.
• Manages office records, confidential personnel files and e-files for faculty and the administrative/professional staff who report to the Provost.
• Updates annually the faculty section of the course catalog.
• Prepares Academic Affairs Committee material for the Fall and Spring meetings of the Board of Trustees.
• Coordinates faculty elections for Department chairs/Program directors.
• Manages the coordination and ongoing implementation of special projects such as the Kalman Research Symposium and the Class of 1956 Lectureship.
• Coordinates annually the process for appointing the Named and Endowed Professorships and Chairs.
• Requests, gathers, and/or compiles reports for the Provost including annual stewardship reports from chair/professorship holders for University Advancement and Donors.
• Mentors Provost’s office assistants, administrative/executive assistants to the Deans of the Colleges, and academic assistants as needed.
• Mentors and supervises the Provost’s Office executive interns.
• Maintains high levels of confidentiality on sensitive issues and on all matters related to relationships with the Provost Office staff and key constituencies, including student and faculty matters.
• Supports Bucknell's diversity plan with a demonstrated commitment to diversity and inclusion.
• A minimum of five years of high-level administrative experience
• Demonstrates the ability to work effectively under pressure, with little day-to-day direction or supervision
• Ability to work on multiple projects simultaneously in a deadline-driven environment
• Demonstrates the ability to maintain strict confidentiality and exercise good judgment in the discharge of all duties
• Excellent problem solving and organizational skills
• Excellent written and verbal communication skills and demonstrates the ability to relate tactfully and diplomatically to a wide range of constituencies, including students, parents, faculty and Trustees.
• A proven collaborator who can work effectively within a complex and diverse organization
• Demonstrates efficient information-gathering skills
• Proficiency with quantitative data and knowledge of financial processes
• Proficiency on a computer, with experience in the areas of word processing, spreadsheets, and use of email and the web
• Interest in continuous enhancement of information technology skills, as well as other professional development
• A high school diploma or equivalent.
• Ability to maintain a flexible schedule to accommodate the workload, working occasionally on evenings and weekends.
• Administrative/office experience in a higher educational setting
• Bachelor’s degree
Founded in 1846 and located along the banks of the Susquehanna River in historic Lewisburg, Pa., Bucknell University is an undergraduate-focused institution that stands uniquely at the intersection of top-ranked liberal arts, engineering and management programs. Our students choose from more than 50 majors and 60 minors in the arts, engineering, humanities, management, and natural and social sciences, as well as extensive global study, service-learning and research opportunities. Bucknell’s 3,600 undergraduate and 100 graduate students enjoy a low 9:1 student-faculty ratio and exceptional opportunities to collaborate with faculty mentors.
Bucknell’s beautiful 450-acre campus includes first-rate facilities and is home to more than 90 percent of its students. Residential life is vibrant with about 150 student-run organizations, 27 NCAA Division I athletic teams, a robust arts culture, and a strong student commitment to community and global service work.
Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and we seek candidates who will contribute to a climate that supports the growth and development of a diverse campus community. The University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities. We encourage individuals from historically underrepresented groups to apply.
Located in central Pennsylvania, Lewisburg features a variety of restaurants, beautiful Victorian homes, the restored art deco Campus Theatre (owned by the University), charming shops and boutiques, and the Barnes and Noble at Bucknell University Bookstore. About 33,000 residents live in the region.
The city of Williamsport is about a 30-minute drive from campus, and Penn State University’s main campus is about an hour away, as is Harrisburg, Pennsylvania’s state capital. Bucknell is about three hours from New York City, Philadelphia, Baltimore and Washington, D.C.
The cost of living here is low compared to that of major U.S. cities and suburbs. Bucknell’s surroundings yield fresh produce, cultural activities and events, and many opportunities for outdoor activity on the Susquehanna River and in the nearby state parks and forests. The Lewisburg Area School District receives excellent reviews for its schools at all grade levels. Lewisburg Area High School is consistently ranked among the top 50 high schools in Pennsylvania for SAT scores and statewide exams.
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