Executive Assistant to the Provost

About Hebrew Union College

Founded in 1875, Hebrew Union College-Jewish Institute of Religion is North America's leading institution of higher Jewish education and the academic, spiritual, and professional leadership development center of Reform Judaism.

HUC-JIR educates leaders for service to American and world Jewry as rabbis, cantors, experts in Jewish education, and Jewish nonprofit management professionals, and offers graduate degree programs to scholars and clergy of all faiths. With centers of learning in Cincinnati, Jerusalem, Los Angeles, and New York, HUC-JIR's scholarly resources comprise renowned library, archive, and museum collections, biblical archaeology excavations, and academic publications.

HUC Mission

Hebrew Union College-Jewish Institute of Religion (HUC-JIR) is North America's premier institution of Jewish higher education and the center for professional leadership development of Reform Judaism. A multi-campus academic and spiritual learning community, HUC-JIR builds vibrant progressive Judaism in North America, Israel and around the globe by:

• Studying the great issues of Jewish life, history and thought with an open, egalitarian, inclusive and pluralistic spirit;

• Educating innovative, visionary clergy and professionals who embody the sustaining values, responsibilities, practices and texts of Jewish tradition to inspire future generations; and

• Advancing the critical study of Judaism and Jewish culture in accordance with the highest standards of modern academic scholarship.

Position Summary

The Executive Assistant to the Provost will perform a wide variety of administrative functions to manage the Office of the Provost to facilitate the Provost’s work with administrators, faculty, and students on all four of HUC-JIR’s campuses and virtually, as well as stakeholders outside the organization.

Manager of Faculty Processes manages a range of processes related to faculty, from hiring and promotion, to annual reporting forms and grant requests, sabbaticals, faculty speaking engagements, etc. (see below).
 

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:
 

Executive Assistant to the Provost Duties

• Manage complex, ever-changing meeting and travel schedule for the Provost
• Schedule individual and group meetings for Provost with stakeholders within and outside HUC-JIR
• Create and maintain committee listservs, schedule cross-campus committee meetings on regular/recurring basis
• Plan, schedule, and manage meetings and engagements on campus visits to each of our 4 campuses at least once per semester
• Process expenses on HUC credit card by submitting receipts with appropriate budget codes
• Process reimbursement for occasional expenses on personal card for HUC related trips
• Create and maintain files of contracts for Independent Contractors for academic initiatives
• Design and maintain surveys to track and capture information for the College-Institute
• Process payments for contract workers in Provost sponsored academic programs
• Manage special Projects for the Provost from concept to completion
• Assist in the planning and execution of special events at the College-Institute
• Notetaking for committee meetings (can be done by a contracted AI assistant as appropriate).
   

Manager of Faculty Processes Duties

• Manage the annual submission of the Faculty Reporting Form;
• Promotions and Reviews: Work with the Faculty-on-Faculty committee chair, maintain/track calendar, organize and compile documentation for the dossier;
• Sabbaticals: Maintain updated faculty sabbatical schedule, manage paperwork,  provide the Finance department with periodic reports;
• Faculty Searches: Provide full-cycle administrative support for full-time faculty searches, maintain confidential files, schedule meetings, correspond with candidates, assist with onboarding;
• Faculty Research Grants: Provide annual support in sending grant proposals for program renewal;
• Make changes on webpage and send announcements to faculty;
• Manage the application process, which includes communication and follow-up with both applicants and College leadership;
• Approve and process payments/reimbursements;
• Faculty Speaking Engagement Liaison: Gather information from faculty related to their speaking engagements at congregations and liaise with faculty and the administration to maximize the impact of their speaking engagements;
• Personnel Action Forms (PAFs): Track PAF changes for all faculty changes;
• Manage faculty communications by sending periodic emails containing reminders, and news updates;
• Manage Faculty Email distribution lists;
• Manage Faculty Resources page on College website;
• Provide administrative support for APC Meetings.
   

HUC Employee Benefits

Hebrew Union College recognizes employees as one of the most valuable assets to the success of the college. That is why we make it our highest priority to offer a competitive benefits package. Some of those benefits include, but are not limited to:

• Medical, Dental, Vision

• Life Insurance, Long Term Disability

• Retirement Savings Plan -403b

• Paid National and Jewish Holidays

• Paid Vacation and Sick Days

• Paid Parental Leave

• Tuition Remission Benefits

• Employee Assistance Program