Executive Assistant to the Provost/Vice President of Academic Affairs
Boise State University

Job Info

About Us:

Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/boise-and-beyond/. Boise State University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Boise State University is an affirmative action/equal opportunity employer, and members of historically underrepresented groups are especially encouraged to apply. We are a welcoming campus that supports diversity and inclusion.
Job Summary/Basic Function:
This position provides executive level support and represents a division across campus and community members with a high degree of professionalism and confidentiality. Responsible for setting the tone of professionalism, standards of performance and cooperation among support staff and fosters cooperative relationships and harmonious flow of work between division and other entities across campus. The position manages divisional projects, conducts background research, analyzes information and develops recommendations to inform leadership decisions for a wide range of issues impacting Academic Affairs.

Level Scope:
Recognized master in professional discipline with significant impact and influence on campus policy and program development. Establishes critical strategic and operational goals; develops and implements new products, processes, standards or operational plans to achieve strategies. Regularly leads projects of critical importance to the campus; these projects carry substantial consequences of success or failure. Requires significant influence and communication with executive leadership. Problems faced are frequently complex and multidimensional, requiring broad based consideration of variables that impact multiple areas of the organization.

Essential Functions:
The Executive Assistant, Principle must:

• Manage communication and scheduling activities for executives, ensuring effective time management and prioritization of schedule using appropriate judgement to adjust as necessary.
Brief the Executive prior to meeting and appointments; provide pertinent background materials and context as needed.
• Prepare reports, memos, letters, presentations and other documents, help prepare for meetings.
• Provide regular updated on Academic Affairs and university matters
• Coordinate and arrange logistics, complete travel authorizations and expense reimbursements.
• Develop and manage special project assignments as requested.
• Provide project leadership and coordination for Academic Affairs initiatives.
• Provide management and coordination of faculty recruitment, promotion and tenure, and periodic faculty review processes.
• Provide management and coordination of special course fee requests, including audit compliance and reporting.
• Provide project leadership and coordination (work plans, timelines, implementation strategies, and logistics) for campus and community events, receptions, and large-scale high profile events including Commencement.
• Review and refer or resolve complex and sensitive problems and concerns from internal and external constituencies, including employees, students, State Board of Education members and other state policy makers and their staffs.
• Interpret policies and procedures, making decisions on specific operating problems and issuing instructions, draft confidential policy and project proposals.

• Work closely with and communicate regularly with executive-level staff, state education policy makers, and community leaders as well as university management, faculty, students, and employees.
• Draft, edit and approve the content, clarity, and accuracy of communication and information sent to internal and external constituents on behalf of the Provost's Office.
• Prepare reports, correspondence, documents or other executive communications/information on behalf of the Provost and Academic Affairs.
• Ensure adherence to timeline for communicating specific deadlines issued by the Provost's including faculty recruitment plan submissions, special course fee reports, promotion and tenure requests, etc.
• Manage difficult and sensitive situations, using discretion and sound independent judgement within policy and legal guidelines and understand when to proactively bring items to the Provost's attention.
• Respond to emails and phone calls on behalf of the Provost; consult and interpret relevant university policies and procedures in order to respond to inquiries as appropriate, ensure accuracy and clarity of information; determine content and tone of responses, and provide proper referrals.
• Interpret, monitor, and clarify university, State Board of Education, and other policies and procedures pertinent to university operations.
• Provide recommendations for and implementation of personnel actions including hiring, performance evaluation, and performance evaluation plans.
• Plan, coordinate, and supervise work of designated employees; provide clarification, feedback, timeline, and report on progress.

Knowledge, Skills, Abilities:
• Requires detailed knowledge of University programs, policies and procedures.
• Ability to work with frequent interruptions and to maintain professional demeanor with substantial workloads, changing and conflicting priorities, deadlines, and demands.
• Ability to work independently on complex and confidential tasks, compose effective and accurate correspondence, and complete non-routine specialized tasks.
• Ability to collaborate with others in a team effort to promote the goals of the Provost and the University.
• Knowledge of State Board of Education policy regarding academic affairs.
• Flexibility, interpersonal skills, and the ability to work effectively with all levels of internal and external constituencies in a professional manner, while maintaining confidentiality of information.
• Ability to compile and organize data in a cohesive and informative way in written, numerical, and graphical formats.
• Demonstrated attention to detail and ability to analyze situations and make appropriate decisions independently.
• Demonstrated time management skills to plan, manage, and coordinate Provost's Office activities and major functions.
• Demonstrated appropriate workplace behavior with a high degree of integrity, professionalism, and confidentiality.

Minimum Qualifications:
Bachelor's Degree and 5 years relevant experience or equivalent professional experience

Preferred Qualifications:
Experience providing executive-level administrative support.
Salary and Benefits:
The salary range for this position is $65,478.40 - $76,336.00. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Required Application Materials:
Cover letter, resume, and 3 professional references combined in one document.

Advertised: June 24, 2021 Mountain Daylight Time
Applications close: July 18, 2021 11:55 PM Mountain Daylight Time