Executive Coordinator to the Provost

Summary/Objective

The Executive Coordinator to the Provost performs work directly related to the management and general business operations of the university and the Office of the Provost. This position serves as a strategic and operational partner to the Provost, exercising independent judgment and discretion on significant matters including academic administration, institutional processes, and executive-level initiatives. The role is responsible for advancing priorities, managing complex functions, and ensuring effective coordination across academic and administrative units.

Essential Job Duties

• Serves as a primary liaison on behalf of the Provost, exercising discretion and independent judgment in communications with senior leadership, deans, faculty, and external stakeholders.
• Manages and prioritizes the Provost's schedule and commitments, independently resolving conflicts and aligning activities with institutional priorities.
• Provides high-level administrative and operational support directly related to academic administration and university operations.
• Researches, analyzes, and synthesizes information to prepare reports, recommendations, presentations, and correspondence that support executive decision-making.
• Coordinates governance and leadership functions, including academic councils, executive committees, and Board of Trustees preparation, ensuring materials are accurate and complete.
• Manages faculty-related administrative processes, including appointments, promotions, tenure documentation, and compensation-related communications, ensuring compliance with institutional policies and standards.
• Assists in the development, implementation, and maintenance of the university policy library, including tracking revisions, ensuring consistency, and supporting policy compliance efforts.
• Monitors and supports the Provost's Office budget and administrative operations.
• Supports accreditation processes and reporting requirements by coordinating documentation, timelines, and cross-unit collaboration.
• Ensures continuity of operations within the Provost's Office, maintaining institutional knowledge, documentation, and operational consistency.
• Performs other duties as assigned, consistent with the level of responsibility and the administrative exemption classification.

Supervisory Responsibility

May provide functional oversight of administrative staff, student workers, or project-based teams, including assigning tasks and ensuring completion of work aligned with office priorities.

Position Requirements

Required

• Bachelor's Degree or equivalent combination of education and experience
• Minimum of 3-5 years of progressively responsible administrative or executive support experience
• Demonstrated ability to exercise discretion and independent judgment with respect to matters of significance
• Strong analytical, organizational, and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency in office systems, reporting tools, and data analysis

Preferred

• Experience in higher education or academic administration
• Experience supporting executive-level leadership
• Project management experience

Work Environment

• Professional office environment with frequent interaction with senior leadership and stakeholders
• Requires management of multiple priorities and the ability to respond to changing demands

Physical Abilities

• Frequently moves about the office to access files and equipment
• Regularly communicates with faculty, staff, and leadership in verbal and written formats
• Constantly operates a computer and standard office equipment
• Ability to remain stationary for extended periods of time
• Ability to exert light physical effort as needed for office tasks