Executive Assistant to the Provost and VP for Academic Affairs (56534)
RANDOLPH COLLEGE · Randolph College Incorporated - Lynchburg, VA 24503
Randolph College seeks a highly organized, professional, and dependable Executive Assistant to the Provost to provide comprehensive administrative and operational support to the Provost and the Office of the Provost. The successful candidate will be a proactive self-starter who can exercise sound judgment, manage confidential matters with discretion, work independently, and contribute effectively as a member of a collaborative team.
The successful candidate will demonstrate:
- Ability to handle confidential and sensitive matters with discretion and professionalism.
- Excellent written and oral communication skills.
- Strong interpersonal and relationship-building skills.
- Ability to work independently, take initiative, and prioritize competing responsibilities.
- Ability to work collaboratively and serve as a supportive and dependable team member.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Exceptional organizational skills and attention to detail.
- Ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy in a fast-paced environment.
Executive Assistant to the Provost
FLSA Classification
Exempt
Reports to
Provost
Date
October 01, 2026
Job Description
Summary/objective
Provides effective administrative support to the Provost of the College (POC).
Essential functions
- Responsible for assisting the Provost of the College in creating the department’s annual budget.
- Responsible for processing and tracking the annual budget for the POC office.
- Responsible for managing and recording the Provost department credit card.
- Responsible for assisting the (POC) with their Concur bank account and making sure the spending and budgets are recorded properly.
- Works with the Provost and Executive Assistant to the President to schedule Enrollment and Student Success (ESS) Committee meetings for the October, February, and May Board of Trustees meetings.
- Prepares Board of Trustees reports quarterly for the (ESS) Committee and for the (POC)
- Prepare minutes for the ESS Committee after Board of Trustees meetings.
- Prepare and manage contracts from start to finish for new full-time faculty, while ensuring they meet SACSCOC requirements before they arrive on campus.
- Prepare and manage contracts from start to finish for all adjuncts, graduate programs including (MACSL, MAT, MFA-CW, MFA-TH, and MFA Arts Leadership), Visiting Dance Artist, and Musicians while ensuring they meet SACSCOC requirements.
- Work with the Registrar's Office and Associate Provost on the (Fall/Spring online and Summer online contracts).
- Work with HR to ensure all contracts are properly received and logged for pay.
- Work with HR, I.T., and the Registrar's Office to ensure all adjunct and faculty overloads are properly processed and updated each session.
- Prepare financial letters for all faculty who serve in department chair, division head, or director roles.
- Manage all faculty personnel files that include payroll, contracting, certifications, credentials, and evaluation materials.
- Prepare letters of notification to faculty regarding reappointment for (fall/spring) sabbatical/ promotion/tenure/dismissal.
- Responsible for supervising assistants in the offices that fall under the POC area of responsibility.
- Responsible for assisting or approving time cards in Paycom when the Provost is unavailable or unable.
- Coordinates the travel, lodging, scheduling, and correspondence with committees for faculty searches.
- Coordinates the travel, lodging, and itineraries for POC staff positions, departmental decennial reviewers, and guests of the POC office.
- Prepares and coordinates the ceremonial faculty line of march for annual and special institutional ceremonies, including but not limited to convocation and commencement
- Prepares correspondence for the provost and faculty as needed.
- Works with the Provost to prepare job descriptions for faculty new hires or positions that fall under the Provost.
- Screens incoming calls to the POC.
- Maintains the calendar for the POC.
- Helps prepare information and performs necessary research for various committees supported by the POC.
- Requests, tracks, and maintains the annual reports required of faculty.
- Requests, tracks, and maintains annual department reports and end-of-year committee reports.
- Manages and updates several faculty-related sections of the College’s website.
- Manages and updates the POC documents needed throughout the year for the academic departments, including but not limited to the Faculty Handbook, the committee list, the department chair list, and the adjunct hiring process.
- Work closely with the FRC Chair on new implementation, scheduling, monthly faculty meeting documentation, updates, and other various tasks.
- Review, create, and update as needed the processes and procedures for the academic programs. (Alcohol reimbursement, adjunct hiring process, decennial reviews).
- Coordinates special events for faculty committees that involve working with the scheduling office for room arrangements and planning other details accordingly.
- Maintains the accuracy and security of all POC administrative files.
- Provides administrative support to the Provost Council and the Associate Provost of the College.
- Works with POC to help identify available offices for new incoming faculty.
- Special projects work; attends meetings when required; and other duties as assigned.
- Handles all information confidentially.
Competencies
- Able to handle a high degree of confidential matters.
- Good written and oral communication skills, along with interpersonal skills.
- Self-Starter with the ability to work independently and as a supporting team member.
- Computer skills: Microsoft Office Suite.
- Must be highly organized.
Supervisory responsibilities
Student worker when applicable; timecard approval for Administrative Assistant and/or Provost’s Direct Reports when needed.
Work environment
Office Environment
Physical demands
Position requires a full range of body motion, including reaching, stooping, kneeling, climbing, and walking. May be standing/walking/sitting for extended periods of time. Must have good vision, with or without corrective devices.
Travel required. Limited travel, possible for errands for special events, or office needs around town.
Required education and experience
- Bachelor's degree or at least 5 years’ experience in an administrative setting.
- Computer skills, experience with Microsoft Office, Excel, Word, PowerPoint.
Preferred education and experience
- A college degree is preferred.
- Experience working in Higher-Education
Work authorization/security clearance requirements
Affirmative Action/EEO statement
Other duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.