The Executive Assistant reports to the Provost, handling multiple responsibilities in a fast-paced environment while dealing with a variety of constituents. This position requires strong organizational, financial, and technical skills, with a keen understanding of higher education.
- Work directly with the Provost, handling a variety of key tasks from calendar management to credentialing new faculty to preparing internal and external correspondence, including confidential and sensitive workplace issues.
- Work extensively with multiple departments on hiring and onboarding matters, including Office of the President, Executive Vice President, Vice Presidents for Student Engagement and Enrollment, Human Resources, Finance, Institutional Advancement, and the Registrar’s Office; as well as other divisions.
- Provide excellent customer service to University and community stakeholders.
- Conduct hiring and onboarding activities for new faculty and help process new hires in accordance with University policies, including, but not limited to:
- Assist with recruitment and hiring forms
- Obtain transcripts; verify and upload credentialing documents
- Schedule interviews to include securing space and providing interview documents
- Prepare offer letters and contracts
- Generate contracts and prepare payroll schedules for adjuncts and faculty.
- Serve as the primary event planner for annual, monthly, and ad-hoc academic-related events. Secure appropriate space, draft programs, design and send invitations, coordinate staff, and organize event catering. Events include May commencement ceremonies, convocations, Senior Pinning, and monthly and called faculty and Senate meetings.
- Track, monitor and review budgets and spending in the Academic areas. Communicate balances to Directors, Department Chairs, and Division Chairs.
- Assist with purchasing and reconciliation reports.
- Ability to prioritize student and employee inquiries addressed to the Provost’s office to ensure the most critical issues or concerns are addressed quickly.
- Initiate, organize, and maintain faculty and student files, both electronic and hardcopy.
- Disperse information on calendars, meetings, events, and academic and university policies to the appropriate administrators, faculty, staff, and the University community for appropriate action using a variety of methods.
- Assist in developing presentations and meeting collateral as requested.
- Assist with supervision and mentoring for work-study students and interns.
- Collaborate with facilities, faculty, and staff regarding faculty facility and office needs.
- Handle special projects and assist with other duties as request by the Provost.
Required:
- Associate’s degree with a Bachelor’s degree preferred
- Three years of professional administrative support experience, preferably in higher education to include experience in executive communication, event planning, budget management, purchasing, and document preparation
- Self-starter and able to work independently following written and verbal instructions, as well as work effectively in a team-oriented environment
- Strong computer literacy skills, including Microsoft Office Suite (particularly Word and Excel), Outlook, Teams, and Sharepoint/OneDrive
- Excellent communication, customer service, and interpersonal skills
- Must have a valid driver’s license and be able to travel locally as needed
- Sits for long periods of time while completing duties
- Light physical work may be required
- Ability to move freely between facilities as needed
- Must be able to effectively converse verbally and in writing
- May lift up to 20 pounds on an occasional basis
- Must be able to operate and manipulate a keyboard
This role is site-based at Averett’s Main campus and is eligible for limited remote-location and/or flex-hour arrangements, up to 20 days per year (non-consecutive), based on successful job performance and supervisor approval.
Averett hours are 8:00 am to 5:00 pm, Monday through Friday. Work hours outside of normal operating hours are required and are based on business needs.
Disclaimer: The above statements are intended to describe the general nature and level of work to be performed. They are not intended to be construed as an exhaustive list of all required responsibilities, duties and skills. This job description does not restrict management’s right to assign or reassign duties and responsibilities to this job at any time.
Submit Letter of Interest, Current Resume, and names of 3 – 5 Professional References to:
Mail: Human Resources Department
Averett University
420 West Main St.
Danville, Virginia 24541
Email: [email protected]
- Background checks are required for all positions.
- An applicant must have an unrestricted right to work in the U.S.
- Averett University’s Annual Security and Fire Safety Report, published in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, can be found at https://www.averett.edu/clery.
- Averett University’s policies, programs and activities, including hiring practices, comply with federal and state laws and regulations prohibiting discrimination on the basis of race, color, religion, age, national origin, sex, disability, sexual orientation, and gender identity or expression and veteran status. Inquiries related to the University’s compliance with Title IX should be directed to Averett’s Title IX Coordinator at [email protected]. Additional contact information, reporting options, and the University’s Title IX Sexual Harassment Policy can be found at https://www.averett.edu/about-us/title-ix/. Inquiries may be made externally to the Department of Education’s Office for Civil Rights: https://www.ed.gov/ocr.
- Averett University is an Equal Opportunity Employer and an Employer of National Service. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.
