St. Olaf College Looking for Executive Administrative Assistant to Provost and Dean of the College Full Time

Executive Administrative Assistant to Provost and Dean of the College

Description

POSITION TITLE: Executive Assistant to the Provost and Dean of the College

DEPARTMENT: Office of the Provost and Dean of the College

REPORTS TO: Provost and Dean of the College

CLASSIFICATION: Exempt
FTE: 1.0
Date: January 2024

POSITION PURPOSE:

To serve as the principal administrative contact for the Provost, performing a range of duties to ensure smooth operations of the office and developing effective systems for managing the Provost’s administrative needs.

ESSENTIAL JOB DUTIES:

1. Administrative support

• Manage the Provost’s complex calendar and travel arrangements, respond quickly and efficiently to high volume of scheduling requests and changes, exercise significant independent judgment in identifying and resolving potential conflicts
• Manage contacts and liaise with a variety of both internal and external constituents
• Meetings include: Provost’s daily calendar, yearly calendar of activities & events, regular 1:1 meetings with associate deans and directors, faculty meetings, meetings for academic leadership, dean’s council, tenure and promotion and other comprehensive reviews, post-tenure reviews, committee meetings, and team meetings
• Coordinate meetings and prepare agendas, handouts, and presentations for meetings and major faculty committees as necessary

2. Tenure and promotion and other faculty review processes

• Coordinate the tenure and promotion process between outside evaluators, internal participants, and the Tenure and Promotion Committee; schedule complex sequence of meetings
• Coordinate the Comprehensive reviews
• Updating review guidelines and related materials
• Assist with other faculty reviews and program reviews

3. Special Projects

• Independently manage special projects as assigned by the Provost, which may include: planning, coordinating or serving as office liaison for special events
• Occasionally assist other members of the President and Provost’s suite with tasks

4. General Office Support and Communication

• Manage the department website, which includes overseeing content, functionality, and visual appeal of the site
• Draft, edit or process routine correspondence, which includes: Provost’s response letters to student appeals; processing Provost’s letters to faculty review candidates; collection of departmental and individual annual reports; vetting and responding (in some cases) to external communications from businesses, parents and alumni
• Assist with phone communications and drop-in visitors

5. Budget

• Manage the budget for special events and projects
• Process expense and mileage reports and reconcile credit card accounts

WORK SCHEDULE:

FTE: 1.0 Term: Year-round

Shift: Monday – Friday, 8:00 a.m. – 5:00 p.m.; occasional evening and weekend hours for special events; travel up to 3% of work schedule, which includes local (Twin Cities metro area) and national travel; overnight trips average 1-2 trips per year.

REQUIRED QUALIFICATIONS:

Education: Associate’s Degree or equivalent work experience

Experience: 3+ years of administrative experience in positions with increasing levels of responsibility; demonstrated experience working with and supporting senior/executive level staff; intermediate to advanced skills with the Microsoft Office Suite as well as the Google Suite

PREFERRED QUALIFICATIONS:

Education: Bachelor’s Degree in a related field (English, Marketing, Communications, etc.)

Experience: 5+ years of administrative experience;
Higher Education experience; experience working with databases

About Us

Who We Are:

Founded in 1874, St. Olaf College is a residential, coeducational liberal arts college with approximately 3,000 students and 800 faculty and staff. The college is located on a picturesque 300-acre campus in Northfield, Minnesota, a vibrant, historic river town of 20,000 located 45 minutes south of culturally rich and diverse Minneapolis and St. Paul.

The college offers an academically rigorous, nationally ranked liberal arts education that fosters the development of the whole person in mind, body, and spirit and emphasizes learning in an inclusive and globally engaged community. We encourage applications from candidates committed to multicultural understanding and the enrichment of our diverse community.

The college offers a comprehensive benefits package, including a 9% retirement match, monthly contributions to a retirement healthcare account, contributions to eligible employees’ health savings accounts, a significant tuition discount (up to an 80% reduction) at ACM and ELCA colleges and universities for employees’ children, and generous paid time off. For a full review of the college’s benefits, please see the summary of our benefits here: https://wp.stolaf.edu/hr/benefits/

To provide a safe and secure educational environment, St. Olaf College verifies the accuracy of all credentials presented by applicants and conducts a criminal background check on every new hire.

A summary of the Flexible Work Policy for staff: https://wp.stolaf.edu/hr/flexible-work-policy/

A link to our DEI page: https://wp.stolaf.edu/equity-inclusion/

A virtual campus tour: https://www.stolaf.edu/multimedia/play/?p=483

An overview of Northfield: https://wp.stolaf.edu/admissions/visit/northfield/

An overview of the Twin Cities: https://wp.stolaf.edu/admissions/visit/twincities/

The college strongly recommends that incoming students and new employees complete the primary COVID vaccine series before beginning their studies or work on campus, and that all members of our campus community remain up to date with COVID vaccines, per CDC guidance.

St. Olaf College is an equal employment opportunity employer. The College is committed to providing an inclusive and welcoming environment for all members of our community. With regard to its hiring and employment practices, the College prohibits all forms of discrimination and harassment based upon an individuals legally protected status including race, color, creed, national origin, gender, gender identity, gender expression, sexual orientation, age, religion, disability, marital status, veteran status, or status with regard to public assistance.

For Staff Application Assistance:

[email protected]
507-786-3068

For Faculty Application Assistance:
[email protected]
507-786-3356

Title IX Contact Information:
Pamela McDowell, Title IX and Section 504 Coordinator
1520 St. Olaf Avenue, Tomson Hall 180
Northfield, MN 55057
507-786-3465
[email protected]

To apply, visit https://fa-ewur-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_3/job/246/?mode=location

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