Executive Assistant to the Provost Office Position Available In Hampden, Massachusetts

Executive Assistant to the Provost Office 4.1 4.1 out of 5 stars 263 Alden St, Springfield, MA 01109 Description The Executive Assistant provides executive leadership level and confidential support for the Office of the Provost. This role ensures the efficient operation of the Office by managing schedules, communication, records, contracts, and logistics by exercising professionalism and attention to detail within an environment that prioritizes kindness and mutual respect. This position serves as a liaison between the Provost and internal and external stakeholders and is instrumental in supporting the strategic initiatives and priorities of the College’s academic mission. Responsibilities Provide executive level support to the Office of the Provost, including scheduling meetings, logistical support for meetings, answering phones, ensuring webpages are up to date, managing paper and electronic correspondences, utilizing Word and Excel as needed, maintain paper and electronic filing systems, maintain electronic records of affiliation agreements opening/dating/sorting mail, processing electronic signature needs, manage office supplies. Process payments such as standard engagement agreements, purchase orders, one-time payments, and check requests and reconcile associated budget expenditures, balances, and account transfers. Provide organizational support for all academic affairs events during the academic year including Faculty Institutes, Distinguished Professor of Humanics Lecture and meetings, Academic Awards Ceremony, Dinner for Tenured and Promoted Faculty, Scholars in Action Day, as well as other events that may take place at Springfield College. Manage all logistics including partnering with marketing to create programs and invitations, registration forms, organizing food and beverage, and purchasing awards and supplies. Primary responsibility for Commencement Weekend including interface with the MassMutual Center, notification of prospective graduates, update and monitor My Graduation information page on PrideNet, prepare the annual Commencement Guide booklet and send to all prospective graduates and their families, coordination of all logistics, call meetings and develop agendas for the Commencement Committee, serve on and manage the Student Greet Selection Committee and process. Manage the writing of the Commencement script with Marketing for use by the platform party as well as sections of the Commencement program to be distributed to faculty, students, parents and families at the ceremony. Create marching order instructions for platform party and faculty, seating chart for stage, and information needed for Commencement Rehearsal. Prepare and manage records of all annual faculty salary agreements and revisions, prepare offers for faculty hires. Manage faculty salary information for summer school and adjunct faculty during the fall and spring semesters; in conjunction with Human Resources, establish policies and procedures for hiring new adjuncts and ensure that staff in both the deans’ and department offices adhere to the approved guidelines; manage new faculty hiring process; prepare Academic Affairs publications including Faculty and Adjunct Faculty handbooks as well as working with Institutional Research to provide faculty data and assist in the preparation of the year Fact Book; Work closely with the Office of Human Resources on issues related to faculty hires, resignations, retirements, and compensation, as well as with Office of Administration and Finance to ensure the accuracy of faculty salaries, account numbers, and assigned departments. Provide detailed reports each year that include faculty compensation adjustments, chair stipends, auxiliary stipends, and changes in rank and/or department, adjusted salaries for faculty on phased retirements, and all other types of salary adjustments. Maintain faculty database of positions and salaries; manage notification of, and files for tenure, promotions and sabbaticals. Prepare reports from the database for internal and external uses, including annual AAUP Faculty Salary Survey, and faculty data sections of CUPA Faculty Salary Survey and IPEDs. Provide school deans with annual reports including faculty evaluation dates, faculty due to apply for tenure and min-probation review, and salary and status reports of all faculty in each school. Calculate and track annual salary increases; track faculty search requests. Qualifications Associate’s degree required; Bachelor’s degree preferred. 3+ years of progressive executive-level support experience, preferably in higher education or nonprofit settings. High degree of integrity and confidentiality; Exceptional organizational and office management skills; Strong interpersonal skills and willingness to interact with all constituencies of the College; Ability to prioritize and manage multiple projects concurrently. Demonstrated experience coordinating communications, events, and projects. High proficiency in Microsoft Office (Word, Excel, PowerPoint); Knowledge, Skills & Abilities Outstanding organizational skills and attention to detail. High emotional intelligence and discretion in managing confidential information. Strong initiative and proactive problem-solving abilities. Ability to work independently and collaboratively across teams. Professional demeanor and polished communication skills. Flexibility to work occasional evenings and weekends for campus events.