Executive Assistant - Office of the Provost

APU is seeking employees who desire to engage in our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is pleasing to God and edifying to one another.

The Academic Division of Azusa Pacific University strives to create an environment of inclusion, equity, and educational opportunity for all faculty, staff, and students. We cultivate and promote academic excellence in faith-integrated teaching and learning, scholarship, creative achievement, and community engagement in alignment with the University mission. The division works with an extensive group of campus partners to design curricula, set academic policy, and provide oversight for academic budgetary and development priorities in alignment with the University Strategic Plan.

The role of Executive Assistant to the Provost requires a solid and collaborative team member capable of confidentiality, initiating professional support, offering administrative assistance, and serving as project administrator for the Office of the Provost, while exhibiting strong organizational skills. Must be capable of working independently and with flexibility.

Required Education

• Bachelor’s Degree Required
• Master’s Degree Preferred

Required Experience

• Five to ten years of administrative experience with increased responsibilities
• Higher education experience required
• Budget management experience required

Primary Duties/Essential Functions

• Work collaboratively with Office of the President, Schools and Colleges, Division Offices, and other departments as necessary to complete assignments for the Provost
• Interface with Deans and Board of Trustees to organize semiannual reports and prepare for

Academic Affairs Committee meetings

• Serve as liaison for Provost, administration, faculty, staff, students, and outside constituents on a variety of issues
• Plan, attend, and take minutes/notes for various standard meetings (Council of Academic Deans, Academic Affairs Leadership Meeting, Office of the Provost Team Meeting, etc.)
• Manage yearly updates to the Faculty Handbook, including the ability to design and improve current processes
• Manage the process for interviewing final faculty candidates and their subsequent relocation to Southern California
• Perform general administrative duties, such as coordinating travel arrangements, filing, distributing mail, answering phones, replying to emails, ordering office supplies, processing expense reports, and other budget-related duties
• Oversee department budget and various restricted funds.
• Coordinate administrative needs and functions across Academic Affairs areas through the Executive Assistant and support staff members within the academic division..
• Complete communications, such as minutes for onsite and offsite meetings, reports, business letters, and memos for a variety of issues
• Consistently review Faculty Senate minutes and agendas for essential action items related to the Provost, Associate Provosts, and Academic Affairs.
• Execute a number of projects within the Office of the Provost (e.g., Sabbaticals, Faculty Awards, Educational Assistance Program, faculty overload process, independent study and course tutorial processing, various commencement duties)
• Create and/or refine systems to improve efficiency within the Office of the Provost.
• Supervision of student staff members, who assist with daily operations and office environment.
• Responsible for timekeeping as it applies to the scope of this position.
• Regular, punctual attendance as required by the supervisor based on department needs.
• Perform other duties as assigned

Skills

• Self-motivated, reflective, and innovative thinker
• Strong oral and written communication skills, group communication skills
• Ability to proofread and edit materials
• Ability to manage details and follow through
• Excellent organizational skills
• Excellent word processing skills
• Strong budget management skills

Mental Demands

• Ability to keep confidentiality with discretion and good judgment
• Ability to take direction and establish trust with others
• In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students

Physical Demands

• Ability to lift, pull, grasp, bend to lower file drawers and reach to top of 4 drawer file cabinet
• Ability to lift up to 20 lbs.
• Repetitive keyboard work
• Telephone usage-hearing and speaking.
• Intermittent sitting and standing.
• Ability to conduct business at other offices on campus, which may require walking/driving to other locations

Visual Demands

• Computer monitor and reading

Environment

• Pleasant office setting, comfortable temperature.

Technologies

• Able to quickly learn and adapt to new software required.
• Proficient in Microsoft Office (Word and Excel), Google Apps (Google Drive, Spreadsheets, and Docs)
• Experience with Workday Adaptive Insights, Formstack, Dropbox Sign, email communication software (My Emma, MailChimp, etc.), etc. a plus.

Compensation

• Grade 12:$30.67 to $35.27 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package.

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about 'what we believe', our 'mission statement', and our 'statement of faith'.

You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/

Azusa Pacific University will conduct a background check on all final candidates.

Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.