Senior Executive Assistant to the Provost, UMKC's Office of the Provost

UMKC's Office of the Provost

The Senior Executive Assistant is directly responsible to the Provost and Executive Vice Chancellor for daily operations that support academic affairs at the University of Missouri-Kansas City.

Summary of Duties

Reporting directly to the Provost and Executive Vice Chancellor, the Senior Executive Assistant serves the students, faculty, staff, leadership and constituents of UMKC by providing executive, administrative and analytical support to the Provost in a wide variety of areas including: correspondence, coordination of the Provost's calendar, special projects and management of day-to-day operations of the Provost's Office. This position will work closely with the Provost's Director of Strategic Initiatives and act as liaison to senior leadership across the university as well as external constituents; independently identify issues or problems within specific management areas, gathers information and conducts research, coordinate activities on the Provost's behalf, prioritize tasks and work independently with a high degree of confidentiality.

Responsibilities:

• Review, triage, and respond to all incoming correspondence with the Provost's office, including phone and email communications. Direct workflow, independently respond to inquiries and concerns from callers, writers, and visitors on behalf of the Provost. Research and resolve problems with a strong sense of constituent customer service.
• Manage pending projects and working files to ensure that goals and deadlines are met. Keep track of assignments made to others for actions to be taken on the Provost's behalf and ensure that deadlines for responses are met.
• Support the management of the Provost's time. Prioritize and schedule appointments for the Provost's calendar. Independently determine importance of requested meetings and coordinate calendar to accommodate the needs of the Provost. Coordinate complex schedules.
• Coordinate recurring group meetings (e.g., Deans' Council) for the Provost.
• Complete daily folders for the Provost, including detailed briefing materials for the Provost prior to meetings. Provide pertinent facts, data and other background information for meetings, reports, inquiries, agendas and presentations.
• Develop responses for Provost's signature. Independently respond to requests and inquiries as appropriate. Draft correspondence on behalf of the Provost.
• Provide administrative support to the Provost on a variety of campus-wide or school issues, projects and programs. Compile data, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested.
• Exercise independent judgment in bringing information and issues relating to the affairs of the university to the attention of the Provost. Define problems, independently conduct research as necessary, formulate solutions and make recommendations. Resolve, research, assess, and refer problems, often of a sensitive or confidential nature.
• Arrange travel and accommodations.
• Greet and receive the Provost's phone calls and guests.
• Provide back-up administrative support to the Chancellor's office, as needed.
• Exercise independent judgment to perform special assignments as requested by the Provost.

Skills, Knowledge, and Abilities

• Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals at various levels within an organization. Excellent written communication skills for preparing various documents, reports, and executive-level correspondence.
• Excellent organizational skills and administrative experience with abilities to set priorities, and coordinate office operation, anticipate needs, work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.
• Strong interest and exceeding comfort with new and innovative technologies, information systems and computer programs.
• Strong analytical and problem-solving skills and ability to cope with change and ambiguity in a fast-paced executive-level office environment.
• Excellent written communication skills for preparing correspondence, documents and reports.
• Strong self-motivation skills for independently establishing effective working relationships with various organizations and faculty and staff at all levels of the organization and demonstrated ability to work as a member of a team.
• Thorough knowledge of higher education, academic affairs, academic processes and procedures, and familiarity with the University of Missouri System.

A Bachelor's degree or an equivalent combination of education and experience and at least 4 years of experience from which comparable knowledge and skills can be acquired is necessary

• Bachelor's degree is required; higher education experience working in academic affairs is preferred
• Computer and technology proficient (Outlook, OneNote, PowerPoint, Excel, Word, Adobe Acrobat). Willingness to learn new technologies and processes.
• At least 3-5 years of progressively responsible, experience working directly with a CEO or Chief Academic Officer at an academic institution is preferred
• Exceptional interpersonal relations capabilities, effective communication skills, and the ability to work effectively with a wide range of diverse groups and constituents are all required
• Growth orientation and ability for self-reflection
• Foster a culture of care, service and stewardship
• Demonstrated political savvy and discretion
• Demonstrated skills of collaboration and teamwork
• Successful experience in team leadership
• Excellent communication and editing skills in verbal, written and presentation formats
• Strong communication and interpersonal skills with the ability to interact with diverse internal and external constituents
• Demonstrated success in time management, calendaring, and coordinating meetings in a complex organization
• Demonstrated success in file management, organization, and archiving records in a complex organization

Salary will start at $60,000 commensurate with experience, education, and internal equity.

Include updated cover letter and resume in your application materials.

Application review will begin June 9, 2025. Position will continue to accept and review applications until filled.

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Office of Equity & Title IX at 816-235-6910.