Executive Administrative Assistant for Academic Affairs and Provost Position Available In Penobscot, Maine

Executive Administrative Assistant for Academic Affairs and Provost 
Location Bangor, ME Job Type Full-Time Job Number 00681 Department Academics Administration (2111) Division Staff Opening Date 05/16/2025 Closing Date Continuous Academic Year No

DESCRIPTION

BENEFITS
Description The primary responsibility for the Executive Administrative Assistant (EAA) is to provide support to the Vice President for Academic Affairs and Provost of the University. The EAA will provide additional support, when necessary, to other stakeholders. This includes but is not limited to providing management of the department and independent decision making in the absence of the Provost of the University. Examples of Duties Daily management and coordination of issues in the Provost’s Office.
Provide support to the Provost with the calendar, correspondence, Office of the Provost’s webpage, speeches, scheduling meetings, agendas, and travel arrangements. Assist the Provost on larger project management such as accreditation reviews, convocation, graduation events, awards, etc. These may require some weekend and evening working hours.
Oversight of the search and hiring process for faculty and adjunct faculty, including the creation of contracts, communication, documentation and tracking of all associated duties. Collaboratively working with the Online and Distance Education division and other campus stakeholders on Course Developer and Adjunct Retainer Contract Management.
Provide the Provost with support for the Overload and Stipend process for full-time and part-time faculty.
Tracking and monitoring the contracts and terms of employment for all full-time and part-time faculty, as well as tracking and assisting with yearly evaluations and other pertinent documents/forms.
Monitoring Adjunct, Course Developer, Adjunct Retainer, and Overload/Stipend payroll with bi-weekly meetings. This also includes a comprehensive report at the end of the Academic Year that provides information on expenditures for both Adjuncts and Faculty Overloads/Stipends per college and/or program.
Provide support to the Provost and other stakeholders on timely communications with the faculty and/or staff on various issues.
Hold informational meetings and provide support to the Academic Administrative Specialist team. This includes maintaining a Google Shared Drive with pertinent information.
Assist with the management of the accounting needs of the Provost’s Office. This includes maintaining the Master PO (Provost’s Office) Accounting Log that tracks RFPs, POs, Travel Reimbursement Expenditures, and Credit Card expenditures from the various stakeholders that report to the Provost’s Office. Assist with various projects related to student and faculty notifications.
Maintain the Faculty catalog for the academic year.
Maintain the Articulation Shared Drive for the University on behalf of the Provost. This shared drive also includes Memoranda of Understanding, Clinical Agreements, and International Agreements.
Maintain the Certificates of Insurance for the University.
Work collaboratively with Auxiliary Services regarding faculty moves.
Assist the President’s Office when requested. Typical Qualifications EDUCATION and/or

EXPERIENCE

A Bachelor’s degree required; however, a Master’s degree is preferred with at least 5 years in an executive administrative position that requires attention to detail with the ability to provide services diplomatically with confidentiality.

QUALIFICATIONS

Proficiency in all aspects of Microsoft Office.
Excellent communication and problem-solving skills.
The ability to handle multiple priorities in a fast-paced environment.
Discretion with handling highly confidential situations on behalf of the Provost or in the absence of the Provost.