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Assistant Provost for Administration

Reporting directly to the Provost, the Assistant Provost for Administration (APA) will provide expert administrative, research, and liaison support to the Provost in a demanding, fast-paced, and nuanced environment. The APA will assist the Provost with academic projects, communications, budget preparation and management, research (both qualitative and quantitative), and a wide range of upper level support and coordination. Additionally, the APA, working within and across institutional areas on behalf of the Provost, will communicate and interact with faculty, students, senior leadership of the College, members of senior staff, staff members in all departments, and campus visitors, and will at times be called upon to represent the Provost’s interests at various meetings and events. The APA must be capable of taking initiative and working independently while being a congenial member of a close-knit provostial office team. Key areas of requiring competency include communication, problem-solving, financial acumen and budget management, research skill and creativity, and attentiveness to detail. The APA will deal regularly with highly sensitive situations and privileged, confidential subject matter, which requires excellent personal judgment and a keen sense of professional discretion.

Duties and Responsibilities Include:

Office Activities:

• Assist faculty, students, staff, and visitors who come to the office, as needed

• Oversee work of the Executive Assistant to the Provost and ensure that division and overlap duties in the office are efficiently defined

Faculty Appointments/Administration

• Preparation of appointment and salary letters for “regular” (i.e., tenure-track, Continuing, and renewable longer-term lecturer) faculty and academic support positions

• Management and analysis of faculty databases: budgeting; modeling; statistics; survey reporting and information

• Management of faculty leaves: collect requests; check eligibility; prepare presentation of request to Educational Policy Committee of the Board of Managers; send approval letters

• Serve as coordinator to appeals or grievance committees

• Maintain faculty personnel files, observing strict confidentiality

Grant Oversight

• Oversee implementation of TriCo and other institutional grants, in conjunction with the Provost and Associate Provosts and the VP of Academic Resources in Institutional Advancement

• Announce/track internal and external faculty grants, fellowships, and awards, in conjunction with the Associate Provost for Faculty Research and Development

 

Provost Office Budget Administration

• Manage solicitation and implementation of fiscal year operating model exercise (in conjunction with the Provost and Associate Provosts and the Senior Assistant to the Provost for Assessment, Analysis, and Administrative Support)

• Oversee Provost restricted funds

• Oversee Provost Office funds: faculty travel, research materials, hospitality, discretionary funds, start-up funds for faculty, and funds for professorships

• Oversee BiCo reconciliations (operating costs and course registrations)

Assistance to the Provost

• Help draft announcements and routine communications with various constituencies

• Facilitate well-prepared and timely briefing materials for meetings and presentations

• Provide information on governance issues as delineated in the Faculty and Staff Handbooks and other campus resources

• Prepare materials required for Board meetings (leaves; reappointments; promotions; statistics)

• Work with Institutional Research on required and desired statistical profiles of the faculty and curriculum

• Assist with key committees such as EPC and AAC, preparing materials, taking minutes, and representing the Provost as required

• Help organize, support, and track progress of Provost’s yearly agenda of goals and major projects

• Provide research support for special projects, matters of policy, and ad hoc issues, including preparation of databases, spreadsheets, and descriptive information, as needed

• Prepare executive summaries, drafts of reports, and other documents as required

• Coordinate special events as assigned

• Respond, as appropriate, to inquiries from faculty, students, staff, senior administrators, alumni, Board Managers, and the public on behalf of the Provost regarding faculty and curricular policies, procedures, and operations

• Perform other duties that advance the Provost’s agenda as assigned

Qualifications

• Master’s degree required

• 3-5 years experience in a similar position preferred, ideally working for senior administrator(s) in an academic or similar institutional setting (additional education may substitute for required experience)

• Proven high-level computer literacy; the ability to use of range of software to perform all aspects of the job, especially Microsoft Word, Excel, and Powerpoint. Experience using Peoplesoft, Kuali, and FileMaker preferred, but ability to learn and navigate new systems pertinent to office and campus operations a necessity

• Ability to create spreadsheets, charts, presentations, and professional-quality documents

• Excellent organizational skills, including the ability to properly prioritize short-term and longer-term tasks, projects, and goals

• Proven research and analytical skills

• Highly polished expressive skills (oral and written), including the abilities to write graceful and grammatically accurate prose, to communicate with tact in sensitive situations, and to interact maturely and effectively with constituents at all levels of the College

• Flexibility and adaptability, including enthusiasm for both mundane and complex tasks, and willingness to work beyond the standard workday, including evenings and some weekends

Applications received by August 23 will receive greatest consideration. Email or hard copy of cover letter, resume/vita, and names of three references to Kimberly W. Benston, Provost of the College, Haverford College, 370 Lancaster Avenue, Haverford PA 19041. Email: kbenston@haverford.edu.

Founders Green on a warm spring day.

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