Executive Assistant to Provost

About the role

The Executive Assistant to the Provost is responsible for maintaining the smooth operation of the Academic Affairs office while overseeing and coordinating various office procedures and resources to ensure efficiency and effectiveness. This position serves as a central point of contact for internal and external stakeholders, handling communication, logistics, and administrative tasks.

Responsibilities

• Assist the Provost in the day-to-day operations of the Academic Affairs Office: overseeing office communication, planning and organizing meetings, managing scheduling tasks, and performing other essential administrative duties to ensure smooth operations.
• Serve as the initial contact point for Academic Affairs, including assisting students and other internal and external constituents with questions and concerns related to academic policies, processes, and experiences.
• Lead the coordination and logistics for academic ceremonies, including annual commencement ceremonies.
• Maintain faculty files and prepare and track records for annual faculty contracts and appointment letters.
• Assist in the management of academic budgets and the preparation of budget reports, including processing payroll memos for faculty stipends, invoices, and reimbursement requests, as needed.
• Collaborate with the Vice President of Academic Affairs and the Registrar in developing and maintaining the academic calendar.
• Collaborate with the HR department in faculty and staff hiring and orientation processes.
• Work with academic leaders across campus to facilitate the approvals of affiliation agreements and MOUs that require the Provost’s signature.
• Compile submissions from leaders on the Provost’s Leadership Team into a single report for each Board of Trustees meeting (four times per year), editing as needed to ensure consistent voice and formatting.
• Facilitate administrative functions for the Provost: coordinating and scheduling appointments and meetings, reserving facilities for events, maintaining the Provost’s calendar, and preparing and distributing various event calendars to ensure all logistical needs are met efficiently.
• Provide administrative support to key university committees, including IRB, Faculty Scholarship Committee, and Rank & Tenure Committee, ensuring that files and recommendations are properly routed in a timely and consistent manner.
• Perform other duties as assigned.

Qualifications

• Bachelor’s Degree or equivalent coursework required.
• Proven experience as an Office Manager or similar administrative role required; prior executive support experience in higher education preferred.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in office software applications (e.g., Microsoft Office Suite).
• Strong attention to detail and organizational, multitasking, and problem-solving skills.
• Ability to handle confidential information with discretion.
• Ability to prioritize tasks, work independently, and meet deadlines.
• Multilingual skills highly preferred.
• Ability to contribute to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.

Benefits

This is a full-time position, eligible for the usual and customary benefits. Avila University’s comprehensive benefit package includes a generous holiday schedule, tuition remission for employee and dependents, vacation and sick leave, retirement benefits and health insurance.

The Community

Kansas City, a two-state metropolitan area with a population of nearly two million, offers a wide variety of cultural, educational and social life opportunities. Avila University, a Catholic university founded and inspired by the Sisters of St. Joseph of Carondelet, provides undergraduate and graduate education in the liberal arts and professional studies, preparing lifelong learners who make meaningful contributions to the global community.