Executive Assistant to Provost
Job Details
Experienced
New York Campus - New York, NY
Optional Work from Home
Full Time
4 Year Degree
$50,000.00 - $55,000.00 Salary/year
None
Day
Admin - Clerical
Description

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-JIR invites the community to an array of cultural and educational programs that illuminate Jewish identity, history, and contemporary creativity, and foster interfaith and multiethnic understanding.

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 Day
  • Paid Parental Leave
  • Tuition Remission
  • Telecommute Option
  • Employee Assistance Program

Job Overview:

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

Central to the role is the ability to be flexible and adaptable in order to facilitate maximum efficiency for The Provost and Director of Student Support.

Reporting to the Provost and Director of Student Support and working with other Vice Provosts to move institutional initiatives forward while maintaining the day-to-day operations of the office.

CORE VALUES: The Executive Assistant to the Provost is expected to model Hebrew Union College’s Core Values:        

  • Honesty and Integrity
  • Kindness and Decency
  • Openness and Transparency
  • Responsible Empowerment
  • Trust and Security
  • Diversity and Inclusion

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provost Office Duties

  • Manage complex, ever-changing meeting and travel schedules for the Provost
  • Schedule individual & group meetings for Provost with stakeholders within and outside HUC-JIR
  • Create and maintain committee listservs, and schedule cross-campus committee meetings on a 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 the 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
  • Process payments for HUC adjunct employment in Provost sponsored academic programs
  • Process stipends for student fellowships related to Provost Funds
  • Manage special Projects for the Provost from concept to completion
  • Collect materials from 5th-year Ordinands and schedule Pre-Ordination meetings between each student & Provost before Ordination
  • Assist in the planning and execution of special events at the College-Institute
  • Notetaking for committee meetings

Office of Student Support (OSS) Duties

  • Manage calendar, meeting, travel schedule, and campus visits for the Director of Student Support (DSS)
  • Schedule individual & group meetings for DSS with stakeholders within and outside HUC-JIR
  • Manage ADA subscriptions (Natural Readers, Otter ai, etc)
  • Create systems for tracking/record keeping about accommodations/disclosures
  • Work with DSS to update and maintain orientation materials
  • Work with DSS to find ways to improve the student experience and student life cycle (applicant through alumni)
  • Process travel expenses
  • Student incident report note taking

 

Qualifications

EDUCATION AND EXPERIENCE

  • 2+ years of experience supporting executives in an administrative role is required. Experience working in a higher education setting is preferred. 
  • A bachelor's degree is required. A master's degree is preferred

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

  • Organized, high attention to detail, high standard for quality and productivity.
  • Excellent written & oral communication skills
  • Ability to manage competing priorities and multi-task with accuracy and efficiency
  • An ability to set priorities, manage projects and meet deadlines.
  • Ability to be adaptable to the changing needs of the Provost
  • Ability to multitask with accuracy and respond to all needs within a rapidly changing environment, managing & balancing short-term and long-term institutional priorities
  • Ability to work independently with minimal direction and anticipate the needs for the Provost
  • Ability to work in a highly collegial manner within a complex, national and international organizational culture.
  • Handle sensitive and confidential information with discretion
  • Comfort working with Microsoft Office Suite, Google, Zoom, Microsoft Teams, Doodle, Forms & Surveys and other video conferencing platforms.
  • Fast and accurate typing skills

Technology

  •  Required: Microsoft Office 365 – Word, Excel, PowerPoint, Outlook; Adobe Acrobat; social media platforms; virtual meeting software (Zoom, Teams)

Work Environment & Physical Demand

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Equal Employment Opportunity

Apply