Staff Opening

Administrative Assistant to the Provost

Job Title

Administrative Assistant to the Provost

Department

Academic & Faculty Affairs

Reporting To

Provost

FLSA Classification

Non-exempt

Job Category

Regular, Full-Time (40 hours/week)

Location

Berkeley, CA

About Zaytuna College

Zaytuna College is America’s first accredited Muslim liberal arts college that offers undergraduate and graduate degrees. A central goal of the College is to reintegrate the once vital and influential voice of Muslim thought and erudition back into the ongoing conversation of great ideas, which is informed largely by shifting Western values, and to do so within the context of our new, globalized society and in the manner articulated by the College’s mission statement: “To educate and prepare morally committed professionals, intellectuals, and spiritual leaders, who are grounded in the Islamic scholarly tradition and conversant with the cultural currents and critical ideas shaping modern society.”

The Position

The administrative assistant to the provost serves as the primary support to the provost, responsible for performing a wide variety of confidential administrative and office management duties including preparation of faculty appointment/reappointment letters and maintaining faculty files that include faculty teaching evaluations and peer reviews. The administrative assistant is the first point of contact for the Provost’s Office and serves as a liaison between the Provost’s Office and other departments and external parties.

Essential Functions

The following are the primary day-to-day responsibilities for this position. These are not exclusive or all-inclusive.

  1. Performs general and day-to-day administrative assistant duties to include answering telephone, greeting and directing office visitors appropriately, and sorting and distributing mail to faculty.

  2. Takes committee meeting minutes as assigned, but primarily for the Faculty Affairs Committee and the Academic Standards Committee.
    Creates and maintains PowerPoint presentations for the provost, prepares agendas and handouts for meetings, prepares meeting spaces, orders catering and AV support (e.g., during fall and spring retreats).
    Edits, files, and shares meeting minutes with committee members.
    Tracks and reports to the committee chairs on the status of action items.

  3. Gathers and files syllabi from faculty every semester.

  4. Drafts and formats correspondence for the provost; takes responsibility for general communications that the provost may not have time to address.

  5. Is responsible for confidential faculty hiring process, including preparation of faculty contracts and appointment letters, and facilitating the hiring process with Office of Human Resources.

  6. Makes all travel and lodging arrangements for the provost and faculty candidate interviews.

  7. Maintains confidentiality of records and information:
    Creates, maintains, and administers all files and/or databases associated with hiring, evaluation, and ongoing interaction with faculty.
    Collects academic information from faculty members; maintains this information in digital and/or hard-copy format and updates it as appropriate.
    Maintains both physical and digital office filing systems.

  8. Manages and schedules the provost’s calendar, exercising high-level independent judgment in organizing all meetings and appointments to utilize the provost’s time most effectively.

  9. Establishes and maintains a schedule for documents needing provost approval and signature.

  10. Provides campus tours to visitors and manages the visitation process (sign-in and -out of visitors, name tags, etc.).

  11. Provides office support to faculty and staff as needed, including copying, scanning, and filing.

  12. Follows up on inquiries, contracts, and billing as requested.

Qualifications and Experience

Required Education and Experience

  • Minimum education of associate degree or equivalent

  • At least two years of professional experience in administrative support, front-office reception, and event coordination

Preferred Education and Experience

  • Bachelor’s degree

  • Experience in a higher education environment

  • Experience working with diverse population

Competencies

  • Ability to maintain a high level of confidentiality

  • Excellent written and verbal communication skills

  • Superior attention to detail

  • Ability to prioritize a variety of time-sensitive tasks

  • Ability to work under pressure and meet deadlines

  • Strong service orientation and superior customer service skills

  • Ability to maintain a high degree of responsiveness and flexibility

  • Ability to effectively work both independently and in collaboration with others at varying levels

  • Proficient level of Microsoft Office skills

  • Cultural adaptability

Employment Requirements

  • Legally authorized to work in the United States

  • Successful completion of a background check

To Apply

  • Email your cover letter and resume to [email protected].

  • Be sure to include the title of the job you are applying for in the subject line of your email.

Zaytuna College is an equal opportunity employer