Assistant to the Provost

Posting Details

Position Information

Job Title: Assistant to the Provost

Position Summary:

The Assistant to the Provost is responsible for various tasks including maintaining confidential data related to faculty hiring and workload and writing and generating confidential communications with deans, associate provosts, program directors, faculty, and staff.

The primary responsibilities include the management of the following operations: academic budget, faculty contracts, faculty hiring and credentialing, academic events, and commencement activities.

This is an in-person position, no remote work. Monday to Friday, generally 8:00 am to 5:00 pm.

Essential Duties and Responsibilities:

1. Serve as receptionist for the Office of the Provost including but not limited to opening the office, greeting visitors, providing information and referrals, answering telephones, ascertaining the nature of calls, taking accurate messages, checking office voicemail regularly, and routing calls in a professional manner while adhering to and communicating university policies.

2. Maintain appointment calendars for Provost and Associate Provosts.

3. Assist with the management of the academic budgeting and spending control. Monitor and provide assistance with the divisions budget. Specifically manage headcount and data entry for annual budget submission, track and oversee BassMcCann awards and charges, credit card purchases, requisitions, purchase orders, invoices & vendor payments, setting up vendors, ordering supplies & services.

4. Work with the provost and deans on faculty to create, generate, and manage all faculty decision correspondence and implementation including appointment, reappointment, tenure, promotion, faculty development, and sabbaticals.

5. Collaborate with Human Resources on faculty workforce planning, onboarding, credentialing, and orientation of new faculty.

6. Faculty contract review and renewal including but not limited to managing faculty load, low enrollment, faculty overload, and low-enrollment.

7. Scheduling meetings and making travel arrangements, overseeing maintenance of office and faculty files, verifying and maintaining faculty credentials, maintaining and organizing the office, processing timesheets for hourly/salaried staff and student workers, and preparing data for reports and presentations.

8. Manage University academic-related activities and events including but not limited to planning, coordinating, and executing commencement ceremonies including robing and hooding, Awards Day, UCD, and coordinating faculty orientations, seminars, luncheons.

9. Manage document flow and review documents submitted to the Provost for signature.

10. Provide support relating to the Board of Trustees, Academic Affairs, and Student Life Committee.

11. Provide SACSCOC Accreditation support. Serve as additional office support functions for the Provost Office. Perform other duties as assigned by the Provost.

Monthly

12. Other duties as assigned

Education, Certifications, and/or Licenses:

Bachelors degree required.

Experience:

Minimum of 2 years experience in an office setting in an administrative capacity or 3 years prior experience in a professional office setting preferred. Budget management experience preferred. Some events planning and coordination strongly desired.

Knowledge and experience with MS-Excel (intermediate level), MS-Outlook, Ellucians ERP, Colleague Program Assessment software is desirable. Must have aptitude to learn new technologies.

Knowledge, Skills & Abilities:

Skills: position requirements at entry - Demonstrated administrative ability to plan and execute programs and activities to secure cooperation from individuals and organizations and to coordinate the activities of such individuals and organizations.

• Interpersonal skills to provide support in a high-profile office with tact and diplomacy.
• Ability to type 45 wpm.
• Ability to learn technology and technology applications such as Microsoft Office Suite, Colleague, etc.
• Ability to work cooperatively and productively in a highly active setting.
• Ability to adhere to University & departmental policies and procedures.
• Ability to be discrete in handling confidential matters while complying with FERPA regulations.
• Ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to work independently in the most efficient manner with minimum supervision.
• Ability to learn higher education budgeting and scheduling processes.
• Ability to learn budget/fiscal management concepts.
• Ability to maintain a professional appearance and office atmosphere.
• Ability to plan, prioritize tasks, and meet deadlines while working on multiple tasks.
• Ability to retrieve, validate, and disseminate data from various databases.
• Ability to demonstrate and provide quality customer service.

Knowledge: position requirements at entry

• Knowledge of standard office practices and procedures.
• Knowledge of standard filing procedures.
• Knowledge of Rules, standards, regulations, and laws regarding employment and student records.
• Proficiency with an integrated administrative system and current computer software programs.
• Proficient use of multi-line phone system and standard office equipment.

Posting Detail Information:

Posting Number: 2016AS826P

Posting Open Date: 03/12/2026

Open Until Filled: Yes

Posting Close Date: Special Instructions to Applicants:

Supplemental Questions Required fields are indicated with an asterisk (*).

What is the highest level of education attained? [ ] GED [ ] High School Diploma [ ] Associates Degree [ ] Bachelors Degree [ ] Masters Degree [ ] PHD

How many years of experience do you have working in an office environment? [ ] 1-2 [ ] 3-5 [ ] 6-8 [ ] More than 10

Are you a current employee of the university? [ ] Yes [ ] No

Do you live or plan on working outside the state of Texas? [ ] Yes [ ] No

How many years of events planning and coordination do you have? [ ] Less than 1 year [ ] 1-2 years [ ] 3 or more years

Do you have experience in working with detailed budgets? [ ] Yes [ ] No

Documents Needed To Apply:

Required Documents: [ ] Resume [ ] Cover Letter [ ] Transcripts

Optional Documents: [ ] Current Employee Application for internal applicants [ ] Letter of Recommendation [ ] List of Three References