Executive Administrative Assistant, Academic Affairs: Provost Job at University

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EXECUTIVE ADMINISTRATIVE ASSISTANT, ACADEMIC AFFAIRS

The Division of Academic Affairs is hiring a full-time executive administrative assistant to support the Vice Provost (VP) and staff members in the unit, as directed. Work will include time-sensitive and confidential materials. This role will provide administrative and clerical support for the Vice Provost for Academic Affairs. Additionally, this position will serve to plan and provide support for events and travel, as well as assist with financial, HR, and operational business activities as needed. This position works closely with other department/s under Academic Affairs (i.e. Institutional Effectiveness) as well as the Provost Office staff to carry out daily administrative functions.

Primary location: US-Tennessee-Knoxville; Andy Holt Tower

Organization: Provost Office

Schedule: Full-time

Qualifications:

Primary duties and responsibilities include:

• Manages the Vice Provost calendar as well as email inbox
• Provides meeting support (scheduling, reserving rooms, preparing agendas, taking notes, etc.)
• Provides support for Vice Provost's committees and advisory groups
• Proactively monitors deadlines and time sensitive operations of the Vice Provost
• Performs financial, HR and operational business activities: (AP, travel, P-card transactions, etc.)
• Aids with entering position/personnel/new hire actions in the ERP, as needed
• Provides assistance regarding ledger, payroll, and p-card reconciliations, as needed
• Coordinates annual inventory processes (space, equipment, etc.) for the VPAA unit
• Provides event and travel support

Qualifications:

Required:

• Associate degree
• 2 years in administrative office environment
• Experience with existing campus platforms including room reservation systems, web content management systems, and curriculum process software
• Excellent written and verbal communication skills
• Excellent organizational and time management skills, with the ability to manage multiple tasks
• Proficiency with Microsoft Office suite

Preferred:

• Bachelor's degree
• CAP (Certified Administrative Professional) certification
• 5 years of office experience
• Higher education experience preferred, especially with administrative support at the college level.
• 2 years of experience providing executive level support