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Quinnipiac University invites applications for an Executive Assistant to the Provost and play a vital role at the heart of academic leadership. We’re seeking a detail-oriented and forward-thinking professional to support the university’s chief academic officer and the Academic Affairs team. In this dynamic role, you will manage high-level administrative operations, coordinate sensitive and time-critical initiatives, and serve as a key liaison between the Provost’s Office and internal and external partners. This is a unique opportunity to contribute to the university’s academic mission while working in a fast-paced, collaborative environment.

Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,000 students in more than 130 degree programs through its Schools of Business, Communications, Education, Computing, and Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts and Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review's "The Best 388 Colleges." The university is in the midst of program expansion and renewal for both traditional and adult learners, attraction of diverse communities, development of innovative corporate partnerships, and construction of an ambitious set of capital projects. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X.

• Work directly with the provost to support all aspects of the daily work routine which includes:
  • Maintains the provost's calendar and schedules meetings for the provost and provost’s office on a daily basis, which requires the ability to set priorities and collaborates with all university offices and constituencies
  • Gathers background information for meetings and researches key policy/program matters for use by the provost; keeps informed of applicable policies, procedures and regulations that may have an impact on the university and/or provost's office; evaluates priorities and disseminates information to and from the provost and other members of the Provost’s Office team. Researches and prepares data and presentations for the provost
  • Reviews and prioritizes mail and email that is received and/or sent to the provost, initiates, and composes correspondence individually or on behalf of the provost, ensures content and grammatical accuracy and proper formats are utilized
  • Interacts and engages with all levels of administrators, constituents, and educators, including President’s Office staff, alumni, community representatives, donors, faculty, government and legislative officials, parents, current and prospective students
  • Keeps the Provost appraised of time-sensitive and priority issues, ensuring appropriate follow-up
  • Assists with and maintains Provost office budget. Processes transactions for payment
  • Maintains and organizes electronic and hard copy files, including highly confidential and sensitive information. Must be able to easily access documents and files as requested by the Provost
  • Assists with and attends key Academic Affairs events and major university events like graduation and annual awards ceremonies, as needed
  • Assists with coordination and planning of Provost’s retreats and Dean’s Council and Provost team meetings
  • Assist with other tasks and duties as assigned by the Provost
  • Serves as key member of administrative team in the university’s executive suite, including support for the university president when requested

Strategic Communication – Academic Affairs:

• Executive Assistant to the Provost creates, coordinates, and finalizes various internal and/or external communication, including emails, on behalf of the Provost and other senior leaders on the provost’s leadership team
• Develops and/or presents information during various meetings with Provost, Associate Deans, Associate Provost, Vice President and Associate Vice Presidents and confers with them during various processes
• Establishes uniform processes and procedures for electronic and hard-copy files and information management
• Works independently on special projects for the office such as, but not limited to:
  • Administration and tracking of provost area systems for review, promotion, and tenure of full-time faculty, in conjunction with the Associate Provost for Faculty
  • Updates the Academic Affairs Organizational Chart
  • Assists with maintenance of Academic Affairs website
  • Assists with other event planning, as requested
  • Other projects assigned by the provost

Supervision of the Operations Specialist, Office of the Provost / Global Engagement:

• The Operations Specialist allocates 75% of their time to Global Engagement operations, accepting duties and responsibilities directly from the Director(s).The other 25% of the role is dedicated to supporting operations of the provost office and is supervised by this role. In this capacity, the person will:
  
  • Foster a supportive and developmental relationship, focusing on mentorship and open communication.
  • Assign work and priorities as appropriate.
  • In collaboration with Global Engagement. leadership and the supervisee, set achievable goals, monitor, and formally review progress annually.
  • Approve time off with consideration given to provost office and Global Engagement’s calendars.

• Bachelor's degree required

• Minimum of 7 years of experience supporting a C-Level Executive
• Excellent oral and written communication skills, including thorough knowledge of English grammar, punctuation, and spelling
• Thorough knowledge of office systems and ability to use broad range of technology, systems, and software packages
• Strong organizational and time-management skills, with the ability to prioritize and multitask effectively
• Manage financial transactions and monitor provost area budget; ability to develop working knowledge of university budget policies and procedures
• Draft and compose correspondence and standard reports with a keen eye for detail and accuracy
• Demonstrated ability to effectively handle a broad range of interpersonal contacts including those at a high level and those sensitive in nature
• Ability to have discretion and maintain strict confidentiality

PREFERRED EXPERIENCE:

• Ability to solve a wide range of problems, developing thoughtful and thorough solutions, and using effective communication and listening skills
• Excellent interpersonal skills
• Ability to remain calm in difficult situations
• Ability to connect with a wide range of community members across the university
• Demonstrated competency in independently applying judgement and nonstandard applications and systems
• Knowledge of university policies and procedures
• Valid driver's license

TO APPLY:

Applications must be submitted electronically and include a resume, a cover letter detailing how your experience aligns with the position requirements, demonstrated commitment to intentional leadership that values individuals of all backgrounds and experiences, and contact information for three references.


We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.


Quinnipiac University is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to fostering an inclusive and respectful community.