Job Posting Details

The Assistant to the Provost relieves the Provost/Vice President for Academic Affairs of operational and administrative details and performs highly responsible, complex, and non-supervised administrative and office management functions. This position has recurring contact with senior administrators, deans, faculty, students, and the public. The Assistant to the Provost exercises initiative and independent judgment in managing the Provost’s schedule and the office’s activities, and performs a variety of administrative duties to include planning events, managing budgets, coordinating projects, and uses discretion in disseminating information to faculty, students, staff, and the public. Works under general supervision of the Provost/Vice President of Academic Affairs with latitude for initiative and independent judgment.

Facilitates the efficient utilization of the Provost’s schedule through coordinating a complex calendar of appointments, meetings, social engagements, and University functions. Promotes a positive image of the University by greeting and receiving visitors to the Provost’s Office and referring inquiries or problems to the appropriate office or person. Safeguards confidentiality by exercising discretion in communicating information to faculty, students, staff, and the public and in handling administrative records, files, and similar confidential items. Serves as liaison between the Provost and Academic Council, and prepares and distributes monthly agendas and minutes. Oversees and revises the University Councils and Committees list, and coordinates for various academic awards for faculty and students. Oversees event coordination, planning, and execution to facilitate the success of events hosted by the Provost’s Office. Facilitates official travel for the Provost by making travel arrangements and preparing associated approval forms and expense reports. Assists with the development and management of the budgets by maintaining records, reconciling, producing financial reports, approving expenditures, and completing budget transfers. Prepares and oversees the preparation of contracts that originate in the Provost’s Office. Performs records management by overseeing the filing system, creating files and records as necessary, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Contributes to the University’s overall success by performing other essential duties and responsibilities as assigned.

Progressively responsible experience in secretarial or administrative support must include a working knowledge of general office practices and procedures to include some administrative work and personnel supervision. PC experience specifically Microsoft Word, Outlook, and Excel necessary. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.

Excellent working knowledge of business English, spelling, and punctuation, including the ability to communicate effectively verbally and through written correspondence as well as with individuals in one-on-one situations. Attention to detail and adeptness with multitasking are required. Excellent organizational skills are required. Thorough knowledge of modern office practices, procedures, and equipment. Excellent computer skills and knowledge of MS Office software, Word, Excel, PowerPoint, and Outlook. Must be able to work independently, use initiative, and make substantive decisions quickly.

A College degree is preferred. An equivalent combination of years of experience and education may be considered to substitute educational requirements.

Ability to communicate and represent the university in a positive manner to all constituencies and the community. Must be able to remain flexible, proactive, resourceful and efficient in a fast-paced environment. Professionalism and confidentiality, required. Ability to establish and maintain effective working relationships.

Requires the ability to maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements. Regular reliable attendance is required.

This position is designated as security sensitive (Mod) and requires a criminal background check. Position is designated as a Responsible Employee as outlined by Title IX. May serve as Campus Security Authority as outlined by the Clery Act.