UNIVERSITY OF LOUISVILLE
Professional/Administrative Job Specification (11/02)
Job Title: Executive Assistant to the Provost
Class Code: 000009
Provide executive level staff support to the University Provost; function as office and budget manager for the Provost's Office.
Duties and Responsibilities
Serve as Unit Business Manager for the Provost's Office. Manage office budgets totaling over $2 million; authorize expenditures, budget transfers and budget revisions. Advise Provost on all aspects of he office budget, e.g., program budgets, renovations, internal and central reallocations, merit increases and requests for funding from academic units, departments, students and faculty. Coordinate budget process for Women's Center, International Center, Transitional Studies and University Center for Continuing and Professional Education. Prepare annual operating budget. Assure that internal controls are established and that University business policies and procedures are being followed.
Manage and coordinate Provost's projects and assignments; meet with staff and administrators to ensure timely completion of projects. Serve as liaison to Vice Presidents, Deans, President's Staff and Directors to coordinate information exchange.
Coordinate development and completion of Provost's goals, objectives and priorities for action. Participate in unit strategic planning process.
Review Provost's incoming mail and assign action to appropriate staff member. Review Provost's e-mail to identify other action items and assign follow up as appropriate.
Assist with recruitment of staff and administrator positions; write job descriptions, staff search committees, work with Employment and Affirmative Action Offices to post positions and screen applicants. Assist supervisors with annual evaluation process.
Review travel authorizations and vouchers, contracts, grant proposals, retirement agreements, international exchange agreements and other documents for Provost's signature. Ensure that University Counsel has reviewed documents, if necessary, prior to obtaining Provost's signature.
Draft correspondence, reports, transcripts and other official documents for Provost's signature. Advise Provost on proposals requests and reports.
Manage daily operations in the Provost's Office. Establish office policies and procedures. Coordinate workload assignments for support staff; shift assignments as necessary to respond to changes in priority of projects.
Provide support for standing and special committees assigned to the Provost. Plan meetings, draft agendas, research background information. Brief the Provost on issues for discussion prior to meetings. Attend meetings with Provost and summarize proceedings; perform required follow-up to implement decisions.
Represent the Provost's Office on committees or at meetings pertaining to administrative matters, e.g., Metro United Way Campaign Steering Committee, IRS Audit Task Force, HRS Steering Committee.
Respond to various inquiries and questions referred to the Provost's Office from internal and external sources.
Knowledge, Training and Skills
Master's degree in Business, Higher Education Administration or related field.
An equivalent combination of education, training and/or experience may be substituted. For the requiements noted.
Six years of experience.