Executive Assistant to the Provost & Coordinator of Faculty Affairs

University of Virginia's College at Wise   Wise , VA   Full-time     Education
Posted on March 1, 2023
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Executive Assistant to the Provost & Coordinator of Faculty Affairs

The University of Virginia's College at Wise Division of Academic Affairs seeks an experienced, well-organized, and results-oriented professional to serve as an Executive Assistant to the Provost, the College’s chief academic officer, and in a primary support role to two Deans, the Dean of Faculty Affairs and the Dean of Academic Programs and Curriculum. The individual in this position will work closely with the Provost and Deans to manage all matters associated with faculty and academic programs. The individual will serve in a crucial role in the Office of Academic Affairs and will be a key partner to the Provost and Deans in ensuring that faculty contracts and academic programs are managed well.


The Executive Assistant will work with a high degree of independence, decision-making and initiative. The responsibilities will require a person with a strong work ethic, a keen sense of the importance of confidentiality and discretion, sound judgment necessary to make critical administrative and procedural decisions, and a dedication to detail and timely completion of work. Specific areas of responsibility will be:

  • serve as the primary staff liaison to the Provost and two Deans; Manage their communications, meeting schedules, meeting documentation and follow up, and other planning and organizational tasks as needed;
  • coordinate calendars of the Provost and two Deans to ensure that the needs of individuals and groups who request time with them are balanced against the priorities of major projects, proposals, and strategic initiatives for which the Provost and Deans are responsible.
  • support Provost and Dean of Faculty Affairs in faculty recruitment and retention, annual evaluations, and tenure and promotion, including drafting, revision, and maintenance of a variety of contracts and MOUs for new faculty and staff, the documentation of the outcomes of these negotiations and contracts, and the management of timelines and workflows related to the faculty recruitment and employment process.  
  • support Provost in the management of adjunct and other contingent faculty contracts, payments, and necessary documentation. support Provost and Dean of Academic Programs and Curriculum in the management and assessment of academic programs to include workflow associated with approval of new programs and curriculum, annual program review, preparation of accreditation portfolios, and other matters necessary for the support of excellence in academic programs
  • serve as primary staff liaison at meetings attended by the Provost and Deans; take, document, and distribute minutes as necessary.  Create actions plans to ensure that decisions made during meetings receive sufficient attention and follow through.
  • support Provost in budget management using analytical, technological, and visualization tools as appropriate; Serve in various security roles assigned by Workday Finance for up to 200 accounts managed by Academic Affairs
  • other duties as assigned.


Minimum Requirements:

  • Bachelor's degree with at least seven years of relevant experience.
  • Strong writing and communication skills.
  • Demonstrated ability to use the software (particularly Microsoft Office Suite) and enterprise solutions (experience with Workday and Jenzabar a plus) necessary to perform highly professional tasks.
  • Experience in higher education or a related setting.



  • Master's degree in higher education administration.
  • Project and budget management experience.
  • Experience in a fast-paced environment with senior-level professionals.


To apply, please visit Job Opportunities | UVA Wise and complete the online application process, attaching a cover letter, resume, and contact information for three professional references. UVA Wise is an equal opportunity/affirmative action employer committed to excellence through diversity. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

Employee fulfills duties as a “responsible employee” under Title IX of the Education Amendments of 1972.  A Responsible employee includes any employee:  who has the authority to take action to redress sexual violence; who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate school designee; or whom a student could reasonably believe has this authority or duty.

UVA Wise is committed to helping the campus community provide for their own safety and security.  The Annual Security and Fire Safety Report containing information on campus security and personal safety, including alerts, fire safety, crime prevention tips, and crime statistics is available at www.uvawise.edu/ASR.  A copy is available upon request by calling 276-328-0190 or 276-376-3451.