Administrative Assistant - Provost Office
Job Title: Administrative Assistant - Provost Office
Classification: C5
Department: Provost Office
Updated: March 2026
Job Summary
Provide high-level administrative support for Assistant/Associate Vice President for Academic Affairs with primary responsibilities in assessment, accreditation, and curriculum. Manage/coordinate Graduate School administrative functions and assist with daily operational activities in the Office of the Provost.
Essential Functions:
- Provide administrative support for the Assistant/Associate Vice President (AVP) including the ability to work independently and proactively on administrative assignments and projects requiring analytical, organizational, communication, and problem-solving skills, often with deadline pressures.
- Support university strategic planning, assessment, and accreditation activities, including institutional-level accreditation with Higher Learning Commission.
- Support the management of projects and programs initiated by the AVP or Appointing Officer, including planning, data analysis, and report preparation.
- Support AVP committee/initiative activities.
- Support the management and administrative coordination of Graduate School operations within the Office of the Provost, including program and event logistics, budget administration in Workday, communications, mail distribution, records management, and administrative support as needed
- Manage and maintain an active AVP calendar including scheduling large group meetings as well as routine committee and individual meetings; coordinate support services associated with meetings, conferences, travel, and other related duties.
- Support the management and administrative coordination of Graduate Assistantship and Special Projects Graduate Assistant programs, including reviewing job requisitions, contracts, and student eligibility.
- Prepare, write, edit, and submit internal and external communications, including reports, manuals, and event materials.
- Maintain and analyze budgetary records using Workday, perform bookkeeping tasks, monitor expenses, and prepare budget statements.
- Act as a liaison for external surveys and departmental purchases.
- Provide back-up support for Executive Assistants and Clerical Staff in the Office of the Provost as necessary
- Other duties as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Bachelor’s degree
- Higher education experience
- Familiarity/experience with graduate education
- Supervisory experience
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.