Summary: The Assistant to the Provost/VPAA is a full-time position reporting directly to the Provost. This position is the main administrative support for the Provost and assists in ensuring efficient management of the Academic Affairs Office.
The Provost oversees all academic operations of the University as well as student affairs. Direct reports include the Assistant Provost for University Programs, the Assistant Provost for Online Learning & Graduate Studies, all academic deans, the Dean of Students, the Director of General Education, the University Librarian, and the Director of the Greenspon Center for Peace & Social Justice.
This position is not exempt from provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay for hours worked above 40 in a single work week.
Essential Duties and Responsibilities include:
Manage the Provost’s calendar, including setting individual and large group meetings for internal and external constituents and ensuring the schedule is followed
Support the Provost in preparing for meetings with external guests (secure room, prepare agenda and supporting materials, parking accommodations, meals, etc.)
Manage all incoming materials requiring the Provost’s review and signature and process/file electronic and hard copy files as required (PO requests, travel reimbursements, contracts, affiliation agreements, stipends, etc.)
Make complex travel arrangements for the Provost and others as assigned
Oversee and manage the Academic Affairs and Faculty Development Budgets (research discrepancies, prepare transfers and submit reallocations as needed)
Create itineraries and oversee pertinent arrangements for visiting candidates and speakers
Reconcile Provost’s monthly P-Card and collect/review same from direct reports
Schedule and organize retreats/events for the Academic Affairs Office as needed
Provide administrative support to Academic Affairs Committee of the Board of Trustees
Work collaboratively with the President’s staff on events and scheduling as needed
Serve on the Commencement Planning Team
Manage annual Hunter-Hamilton Love of Teaching Award process and additional faculty commencement awards
Draft, edit, and process correspondence for the Provost
Assist the Senior Executive Assistant with the annual faculty promotion and tenure process
Maintain office supplies and storage closet
Work collaboratively with other staff to ensure office coverage during business hours
Serve as a knowledgeable resource for the office for inquiries, requests and complaints
Maintain and manage the filing systems for the Provost’s documents
Open and review external and inter-office mail
Nonessential Duties and Responsibilities:
Other duties and special projects may be assigned to meet department and university needs.
Experience, Knowledge and Skills Required:
Minimum of 3 years of relevant experience, preferably in higher education
Expertise in Microsoft Office suite, particularly Outlook, Excel, Word, and PowerPoint
Ability to quickly learn and assimilate new systems and information
Exercise considerable tact, judgment and diplomacy while maintaining exemplary poise and a professional image
Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands and constantly changing priorities
Ability to learn how to effectively anticipate the needs of the Provost
Must possess a strong work ethic and a good sense of humor
Strong interpersonal skills with the ability to deal effectively with all levels within the University, including faculty, staff, parents, students and vendors
Maintain the utmost discretion and integrity, especially pertaining to confidential matters
Strong customer service orientation
Commitment to the University’s inclusive mission
Excellent verbal and written communication skills
Excellent attention to detail
Excellent follow-up and follow-through skills
Ability to plan, organize and control large and small projects through to completion
Proven ability to work independently and as part of a team
Ability to accept direction on assignments, building support from colleagues where applicable
Availability to work a flexible schedule, including occasional evenings and/or weekends to meet demands of the position.
Other duties and special projects may be assigned to meet department and University goals
Bachelor’s degree or the equivalent in experience and education.
Physical Requirements (with or without reasonable accommodation)
Visual Abilities: Read reports, create presentations and use a computer system – 75?100% of the time
Hearing: Hear well enough to communicate with co?workers, vendors and students – 75?100% of the time.
Dexterity, Grasping, Feeling: Write, type and use the telephone, copier, and computer systems – 75?100% of the time.
Mobility: Kneel for physical inspection of storage areas; Open files and operate office machines; move between departments and attend meetings across campus – 75?100% of the time.
Talking: Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly – 75?100% of the time.
Lifting, Pulling, Pushing: Exert up to 30 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects – 50?75% of the time.
Cognitive/Emotional: Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions – 75?100% of the time.
Must be willing and able to work a flexible schedule to meet requirements of the position, including early mornings, nights and weekends.
Must be able to work in office environment with open borders (no office) while having contact with board members, faculty, staff, students, parents, service providers and vendors on any given day
Work has deadlines, multiple interruptions, high volume and is often stressful.
The above description is not intended to be an all-inclusive list of the duties and responsibilities of this positions, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended to describe the general nature of this position.
Nestled in a historic tree-filled neighborhood just minutes from Uptown Charlotte, Queens has provided students with transformational experiences for more than 160 years.
A private, co-ed, masters-level university, Queens serves undergrad and graduate students in academic programs across the liberal arts and sciences as well as the professional fields of business, communication, nursing, health and education. All degree programs are grounded in a liberal arts core to help students hone their critical thinking, problem solving and communication skills.
With a 10:1 student-faculty ratio, the university is known for its student-centered mentality, welcoming southern hospitality and talented and caring faculty. Queens fosters student success through an intimate learning environment and excellence in teaching.
In keeping with its Presbyterian heritage, responsibility and service to society are critical components of Queens' culture, as expressed in its motto "Not to be served, but to serve."
Queens emphasizes active, collaborative learning with a focus on a 21st century global curriculum that takes students beyond the classroom and into the Charlotte community and the world... at large. With the city of Charlotte as an extended campus, students have the opportunity to launch into abundant internships, community service and academic partnerships. Undergraduate students must complete at least two internships. In addition, the majority of Queens' undergraduates study internationally in hundreds of countries via faculty-led study tours, international internships, language-immersion programs and semester exchange opportunities.
By graduation, students have obtained a comprehensive education grounded in the liberal arts and filled with opportunities to ready them for successful careers and meaningful lives.