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The Executive Assistant to the Provost Office and Manager of Academic Affairs oversees the day-to-day operations of the Provost’s Office, providing executive level support to the Provost, Associate Provost and Associate Vice President of Academic Operations, independently managing a variety of projects, tasks and budgets on their behalf. The position works closely with the Senior Director of Faculty Affairs and Records to drive the systems and processes that address the recruitment, promotion, and professional development of faculty across the college, providing support and mentorship to individual faculty and academic leadership through these processes.

As Executive Assistant, the role supports the Provost in all matters and is a key player in coordinating and supporting the Academic Affairs Leadership Team’s collaboration and work with the Academic Deans, Directors and program Chairs. As Manager of AcademicAffairs, the role works closely with various college-wide staff members as well as faculty governance leaders,

Reports to: Provost, with limited supervision

MAIN RESPONSIBILITIES:

Primary Executive Assistant - 30% of time

  • Manages the provost’s calendar and meeting schedule. Coordinates and prioritizes appointments, meetings and travel for the provost. Facilitates planning for upcoming meetings, events, and deadlines.
  • Coordinates, schedules and supports provost’s standing and ad hoc meetings. Drafts and drives agendas, prepares presentations, coordinates guests, takes minutes, and arranges catering as needed.
  • Works closely with Academic Affairs staff including the Associate Provost, VP of Academic Operations, the Faculty Affairs and Records Office, Deans, Directors, and Program Chairs on a variety of projects and requests. Attends leadership meetings, Orientation and Faculty Week, All Chairs meetings, Deans and Directors meetings, Manages the outcomes of these convenings to ensure appropriate follow through. 
  • Organizes and manages some faculty and Academic Affairs staff events.
  • Supports annual curriculum review process, including scheduling meetings, process guidance and documentation, and archiving of changes for programs meeting.
  • Assists/supports associate provost with college-wide assessment efforts and projects.
  • Provides administrative support related to WASC, NASAD, and NAAB accreditation.

Primary Manager of Faculty Affairs and Records - 25% of time

  • Oversees and/or assists with aspects of the promotion review process for ranked and unranked faculty
  • Schedules all annual reviews, including IRCs, serves as administrative support to review committee, and facilitates the collection and organization of their minutes and recommendations for Provost
  • Provides administrative support to Appointment, Promotion, and Tenure Committee by scheduling meetings and facilitating collaboration with the provost
  • Updates faculty promotion review timelines and verifies data for accuracy
  • Supports annual curriculum review process, including scheduling meetings, process guidance and documentation, and archiving of changes for programs meeting.
  • Budgetary: 
  • Works with the Provost and the Business Office to support the annual budget process in Academic Affairs, which includes the Provost budget, Associate Provosts budgets, Faculty Salaries budget, and division program budgets. 
  • Manages the Academic Affairs leadership budgets. Accurately submits expenses and requests POs in Workday; manages budget transfers for Academic Affairs and all related business processes in Workday.
  • Supports the selection process and manages reimbursements and disbursements pertaining to faculty development grants and associated vendor invoices.
  • Provides strategic partnership with the provost on setting budget goals related to academic administration.
  • Makes independent decisions on detailed budget allocation over several budgets.
  • Ensures compliance with Business Office policies and procedures.

Communication and Administration - 20% of time

  • Coordinates with divisional staff on all aspects of ranked faculty search visits.
  • Composes well-written correspondence independently on a wide variety of matters with accurate content for the Provost as requested. Tracks provost correspondence and ensures its timeliness.
  • Serves as main staff point person for Executive, APT, and Curriculum Committees, and assists other faculty governance committees as needed. Sets the annual meeting schedule for faculty governance committees. 
  • Manages, develops and maintains Academic Affairs portal presence and listservs. Designs and implements initiatives for regular communications with the faculty..
  • Acts as a resource for staff, faculty, and students regarding Academic Affairs policies and procedures.
  • Serves on the Commencement Committee as representative for Academic Affairs; coordinating faculty participation for the event. 
  • Collaborates with the Communications team on scheduling, coordinating and supporting for All Faculty/Staff Communications meetings including composing and distributing follow up summaries.
  • Works with Academic Affairs staff, deans and library team to schedule and program regular faculty development activities.

Budgetary - 10% of time

  • Works with the Provost and the Business Office to support the annual budget process in Academic Affairs, which includes the Provost budget, Associate Provosts budgets, Faculty Salaries budget, and division program budgets. 
  • Manages the Academic Affairs leadership budgets. Accurately submits expenses and requests POs in Workday; manages budget transfers for Academic Affairs and all related business processes in Workday.
  • Supports the selection process and manages reimbursements and disbursements pertaining to faculty development grants and associated vendor invoices.
  • Provides strategic partnership with the provost on setting budget goals related to academic administration.
  • Makes independent decisions on detailed budget allocation over several budgets.
  • Ensures compliance with Business Office policies and procedures.

Other Duties and Projects as Assigned - 10% of time

Collaboration - 5% of time

  • Assists Provost and Senior Director of Faculty Affairs and Records in identifying eligible faculty annually for participation on various faculty leadership committees
  • Meets regularly with the president’s office to coordinate the provost’s and president’s overlapping responsibilities and engagements such as academic committee meetings of the Board of Trustees, faculty week, and orientation, among others.
  • Primary support for professor emerit and honorary doctorate nominations, retiring faculty celebrations, tenured faculty lectures and specific academic awards.
  • Coordinates the All-College Honors award process 
  • Works collaboratively as a member of the academic affairs team and represents academic affairs concerns in college-wide meetings as required.

MINIMUM QUALIFICATIONS:

  • Three years of experience in an administrative role
  • Ability to work and communicate in a culturally-competent manner
  • Excellent written and interpersonal skills
  • Excellent organizational, time management, competent with multi-tasking, prioritizing, and sustaining focus amidst frequent interruptions
  • Ability to work effectively independently and to follow direction 
  • Ability to exercise sound judgment and resolve diverse problems
  • Ability to think proactively to improve processes, systems, and policies
  • High level of attention to detail 
  • Ability to handle sensitive, confidential matters with discretion 
  • Familiarity with and ability to apply technological innovations to Provost Office operations 
  • BA/BFA degree
  • Competence in MS Office Suite, Google Apps, and data entry

Preferred Qualifications:

  • Experience working as an executive assistant
  • Experience working in an academic environment
  • Experience working with unions
  • Background or training in one of the areas of study offered at CCA

Working Conditions:

  • Position requires occasional weekend and evening work in the form of event support.
  • Majority of the work of this position occurs in a climate controlled office setting.
  • General weekly schedule for the position will be 8:30 am - 4:30 pm, again, with exceptions for events, special meetings, etc.

COMPENSATION & BENEFITS:

  • The compensation for the position is $35.89/hour.
  • CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here: https://portal.cca.edu/working/office-human-resources/employee-benefits.

POSITION DETAILS:

  • CCA considers a full-time work week to be 37.5 hours per week
  • Work Mode: Campus Hybrid (the majority time will be on campus, 4-5 days a week during academic year, less in the summer)

Please note that in an effort to keep the CCA community safe, the College requires all staff, faculty, and students who are on campus to be fully vaccinated, including to have received a booster shot (if eligible). The job responsibilities of this position may require time regularly spent on campus, and therefore the incumbent will be asked to follow the CCA vaccination requirement, unless an exemption is approved. Please reach out to hr@cca.edu with any questions.

Location

San Francisco

FLSA

Non-Exempt

Additional Locations

Application Instructions

Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

Application Deadline

For staff positions, screening begins immediately and continues until the position is filled.

EEO Statement

As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.

We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.

California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to hr@cca.edu. In alignment with the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment. If a background check is required for a position, it will be noted in the job posting.

Questions?

Please address any questions to hr@cca.edu.

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Confirmed 9 hours ago. Posted 14 days ago.

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