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Job Description
Executive Assistant, Office of the Provost Vanguard University - 4.4 Costa Mesa, CA Job Details Part-time | Full-time 1 day ago Qualifications Bachelor's degree Full Job Description Description
POSITION SUMMARY
The Executive Assistant for the Office of the Provost at Vanguard University provides high-level administrative and operational support to the Provost + Vice President of Academic Affairs. This role is essential to the effective functioning of the Office of the Provost, managing day-to-day operations, supporting shared governance and Board of Trustees processes, coordinating academic communications, and ensuring the Provost can focus on institutional leadership and the priorities of Ascend 2030 . The Executive Assistant supervises administrative staff within the office, manages financial operations including budget reconciliation, and serves as a key point of coordination across Academic Affairs. This position reports directly to the Provost + Vice President of Academic Affairs.
POSITION DUTIES
Office Operations and Provost Support Provide comprehensive operational support to the Provost - including calendaring and scheduling, divisional event planning, developing presentation and communication materials, processing expenditures, and demonstrating appreciation for faculty and academic staff - anticipating needs and handling logistical details with accuracy and discretion. Supervise other administrative or student staff within the Office of the Provost, providing direction, support, and oversight of day-to-day administrative functions. Manage the Provost's scheduling, ensuring effective coordination of meetings, priorities, and commitments across the institution. Coordinate travel arrangements and itineraries for the Provost, manage travel reimbursements and related documentation. Support strategic institutional initiatives including Ascend 2030 , coordinating follow-through on action items and related communications. Coordinate and report data as requested, handling special projects and other duties as assigned by the Provost. Governance, Academic Leadership, and Board of Trustees Support Coordinate the Academic Leadership Council (ALC) and Academic Leadership Forum (ALF) meetings, developing agendas and minutes, coordinating logistical details, and ensuring timely distribution and accurate records. Support shared governance processes, including faculty committee membership coordination, elections, and related documentation. Maintain the Faculty Employee Handbook and Shared Governance Manual, ensuring both documents are current and accessible. Manage all logistics and documentation for the Academic Committee of the Board of Trustees, including preparing agendas, assembling materials, and providing meticulous minute-taking in accordance with Robert's Rules of Order (in conjunction with the Board Professional). Collaborate with Academic Affairs leadership to prepare reports and materials for the full Board of Trustees (in conjunction with the Board Professional). Coordinate meetings of academic administrative leadership, including program coordinators and directors. Financial Management and Budget Directly manage the budget for the Office of the Provost, providing consistent updates encompassing operating funds for personnel and academic planning and implementation. Perform monthly budget reconciliations for the Office of the Provost, maintaining accurate financial records and flagging variances. Assist the Provost and the deans with annual budget planning, including developing financial projections. Assist with bi-annual overload payments, workload forms, and conference course payments for resident faculty (in conjunction with Human Resources). Communications, Web, and Institutional Presence Maintain and update the Office of the Provost website pages, ensuring content is current, accurate, and aligned with institutional branding. Manage email communications on behalf of the Office of the Provost, including drafting and distributing announcements to faculty and academic staff, and posting updates on Faculty Central. Coordinate and distribute "Good News" communications, celebrating faculty and staff accomplishments across the institution. Manage annual Assemblies of God Alliance reporting and awards processes on behalf of the Provost's Office. Support WSCUC accreditation-related tasks and documentation as assigned. University Calendar, Events, and Ceremonies Coordinate the University Academic Calendar including major meetings, Academic Chapel scheduling, the academic year calendar, and the five-year academic planning calendar, in collaboration with the Dean of Academic Records/Registrar. Serve as the Office of the Provost's representative on the Commencement Council, coordinating Academic Affairs' contributions to commencement planning and execution. Assist with logistics for the Awards Chapel, including Provost and President Awards coordination and chapel event planning. Plan and coordinate academic gatherings and hospitality events, including receptions, Christmas gifts for faculty and staff, and other occasions that cultivate community within Academic Affairs.
SKILLS & QUALIFICATIONS
Exhibits vibrant belief in Jesus Christ with ample evidence of personal discipleship. Demonstrates a deep commitment to the mission, values, and commitments of Vanguard University and a lifestyle in consonance with its values. Willing to sign and align with the statement of faith of Vanguard University. Holds a Bachelor's degree; Master's degree preferred. Additional education or experience in office administration, higher education, or a related field is preferred. Minimum of 3 years of progressively responsible administrative or executive support experience.
Preferred:
5 or more years of experience providing high-level administrative support to senior leaders or executives. Exhibits exceptional organizational skills with the ability to manage multiple tasks with high accuracy, professionalism, and attention to detail. Demonstrates strong interpersonal and communication skills, capable of working effectively with diverse constituencies, as well as a commitment to serve as a team player to support and collaborate with colleagues toward a common mission. Possesses experience in higher education administrative roles, and with Ellucian programs such as Colleague and Self Service preferred. Demonstrates strong financial literacy and experience with budget management, reconciliation, and reporting. Exhibits excellent written communication skills, including the ability to draft professional correspondence, web content, and institutional announcements. Participates regularly in worship and service within a local church community. A life marked by the love of Christ, consistent with Biblical standards. SALARY This is a full-time, exempt, benefit-eligible position.
Expected Pay Range:
$70,304 - $76,000 per year Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position. Placement at the upper range is reserved for those that demonstrate the highest level of education and experience necessary for this position. In addition to base pay, Vanguard offers a robust benefits package. EOE Statement Vanguard University is committed to ensure that all candidates have an equitable opportunity to apply for and participate in the selection process. As a university, we hold firm to the application of the reasonable accommodation process in accordance with the Americans with Disabilities Act of 1990. If you require an accommodation because of a disability in order to participate in any phase of the application process, or if you would like to request this information in an alternative format, please call Ken Bott, Sr. Director of Human Resources, at 714-662-5287. Vanguard University is an equal opportunity employer and prohibits discrimination or harassment of any kind against individuals of race, color, national origin, disability, pregnancy or any other characteristic outlined by federal, state, and local laws. Where permitted by law and in relation to the school's heritage and mission, Vanguard does exercise religious preference throughout the University and therefore employs individuals who are compatible with the institution, mission and statement of faith. This applies to all employment practices within the university. Vanguard is committed to a hiring process that is based on candidate's qualifications, merit, and operational needs of the university. Category Administrative - Academic Full-Time/Part-Time Full-Time Exempt/Non-Exempt Exempt This position is currently accepting applications.
