Administrative Assistant, Provost Office

This position administratively assists with all matters involving the Office of the Provost.

Responsible for assisting with the planning, monitoring, controlling and conducting budget expenditures including budget reconciliation, purchasing, expense reports, travel authorization and reimbursement and purchasing card (pcard) for the following departments/units:

Administratively assisting Office of the Provost, and additional departments/programs that report to provost office:

• Interdisciplinary Programs
• Institutional Research & Assessment
• Writing Resource Center
• Academic Resource Center
• Quality Enhancement Program (QEP)

Provides administrative support for the annual summer faculty development cycle, as the point person for in-taking proposals, and creating/sending award notices
Assist with the tracking of requests, prioritizes work, works with the provost to monitor the work plans and work products of all units within Academic Affairs.

Assist Provost and Direct Report D with administrative duties such as events, guest speakers, public events and ticketing when needed. Maintaining social media accounts, ordering books and announcements.

Maintains the Provost calendar, schedules appointments, and screen calls, and makes travel arrangements for Provost.
Makes arrangements for meetings with the Direct Reports, federal, state, and local officials. Researches and gathers background data for items that require the Provost's personal attention and prioritizes those items. Meets with the Provost daily to brief the provost on incoming correspondence and other daily events.

Coordinates and when necessary, supports faculty committee activities (including those of the Provost's Advisory Committee, the Educational Policy Committee, the Faculty Appointments and Status Committee, and ad hoc committees).

Assists the Provost in daily activities and serves as a liaison to the President, VP for Finance and Administration, Deans, Division Chairs, program directors, local and regional organizations, the Board of Governors, and the Board of Trustees.

Coordinates responses to inquiries, correspondence, complaints, and requests received by the Provost's Office.

Coordinates faculty meetings and events, including the Academic Administrative Council, visiting speakers, and campus colloquia.

Attend bi-weekly 1.5-hour AAC meetings, taking notes for approval, and follow up on action items

Responsible for maintaining confidential data.

Responsible for budget reconciliation, purchasing, travel authorization/reimbursement for the Provost's Office – Serves as a liaison with the Business Office and Human Resources. Coordinates Faculty visits.

Secures final approval and processes paperwork for all Provost appointments. Submits leave reports and maintains leave records for the Office of the Provost. Provides staff support for monthly faculty meetings, and the Direct Reports.

Collects data from various departments and units and assembles reports for special projects required by the Provost to support participation on various national, local, and university councils, task forces and associations.

Coordinates and arranges social events.

Other duties as assigned

Bachelor's degree or 4 years of experience

All candidates must be legally authorized to work in the United States without requiring immigration sponsorship, including but not limited to non-immigrant visas, such as H1B, STEM, or F1, now and in the future.

New College of Florida (NCF) is an equal opportunity employer and educational provider committed to a policy of non-discrimination for any member of the NCF community on the basis of race, creed, color, sex, religion, national origin, age, disability, genetic information, veterans' status, marital status, or any other legally protected group status. This policy applies to faculty, staff, students, volunteers, visitors, applicants, and contractors in a manner consistent with applicable laws, regulations, ordinances, orders, and University policies, procedures, and processes.