STAFF - Administrative Assistant for the Office of the Provost

Administrative Assistant for the Office of the Provost

Title: Executive Assistant for the Office of the Provost

Division: Academic Affairs

Department: Office of the Provost

Classification Exempt

Reports to: Provost and Vice President of Academic Affairs

Supervises: No

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JOB SUMMARY:

The Division of Academic Affairs at Clinton College invites applications to fill the position of Administrative Assistant for the Office of the Provost. The Administrative Assistant serves as the principal administrative and operational partner to the Provost, ensuring the efficient, confidential, and mission-aligned functioning of the Office of the Provost. This is not a clerical role. The incumbent anticipates institutional needs, manages sensitive information involving faculty, students, and personnel matters, coordinates across divisions to dismantle silos, and represents the Office of the Provost to internal and external partners. The successful candidate will be a proactive problem-solver who thrives in a small-institution environment where breadth of responsibility exceeds narrow job boundaries, and who is genuinely committed to the mission of Clinton College.

DUTIES AND RESPONSIBILITIES

Executive Support and Calendar Management

• Manage the Provost's calendar, resolving competing priorities across Cabinet obligations, faculty governance, student matters, board committees, and external commitments.
• Prepare the Provost for meetings by assembling briefing materials, agendas, prior correspondence, and background documentation in advance.
• Coordinate travel arrangements, registrations, itineraries, and expense reconciliation.
• Screen and triage incoming calls, correspondence, and walk-in visitors, exercising judgment about what requires the Provost's attention and what can be routed or resolved independently.

Communications and Document Production

• Draft, edit, and format correspondence, memoranda, reports, and presentations on behalf of the Provost, adhering to Clinton College brand standards.
• Serve as first point of contact for the Office of the Provost, projecting professionalism and warmth consistent with institutional values.
• Maintain distribution lists and coordinate divisional communications to faculty, staff, and students.
• Proofread and quality-check all outbound materials from the Office of the Provost.

Governance, Accreditation, and Compliance Support

• Coordinate logistics, agendas, minutes, and follow-up for Faculty Council, academic committees, and divisional leadership meetings.
• Assist in the assembly, organization, and version control of documentation supporting TRACS accreditation, institutional effectiveness reporting, and IPEDS submissions.
• Maintain organized and audit-ready electronic and physical records, including faculty credentialing files, contracts, and curricular documentation.
• Support the preparation of materials for the Board of Trustees Academic Affairs Committee and the President's Cabinet.

Faculty and Personnel Process Support

• Track faculty vacancies, search timelines, candidate correspondence, and interview logistics in coordination with Human Resources.
• Process faculty contracts, adjunct agreements, and related personnel paperwork through appropriate institutional workflows.
• Maintain confidentiality of personnel, student, and deliberative matters at all times.

Budget and Operations

• Process requisitions, purchase orders, invoices, and reimbursements for the division; monitor departmental budget lines and flag variances to the Provost.
• Maintain office supplies, equipment, and vendor relationships.
• Support ethical stewardship of institutional and grant funds through accurate, timely, and transparent recordkeeping.

Student Affairs and Event Coordination

• Support divisional events including convocation, orientation, Summer Bridge, honors programs, commencement, and student recognition activities.
• Coordinate with Student Affairs staff on cross-divisional logistics and calendars.
• Assist with student inquiries directed to the Office of the Provost, referring appropriately and following through to resolution.

Special Projects

• Provide project coordination support for strategic plan implementation, program development initiatives, grant activity, and other priorities as assigned by the Provost.
• Perform other duties as assigned in support of the mission of the College.

Other Skills and Abilities:

• Discretion and Judgment — Handles confidential faculty, student, and personnel matters with unimpeachable integrity.
• Anticipation — Identifies what the Provost will need before being asked; operates one step ahead of the calendar.
• Cross-Divisional Fluency — Builds relationships that bridge Academic Affairs, Student Affairs, Enrollment, Finance, and Advancement.
• Mission Commitment — Understands and advances the College's founding purpose and its service to students.
• Composure — Maintains professionalism and steadiness in a fast-paced environment with frequent interruptions and shifting priorities.