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Academic Affairs is the largest division of Western Kentucky University. The Executive Administrative Assistant performs a variety of complex professional and administrative duties in support of the efficient day-to-day, intermittent, and annual operations of the Office of the Provost and is expected to exercise broad independent judgment, self-direction, and appropriate discretion in matters of a highly sensitive and confidential nature.  This position reports to the Executive Director, Operations and Administration with a doted line to the Provost & Vice President for Academic Affairs and Associate Provost for Faculty, Academic, & Outreach Excellence.   

Duties and Responsibilities:

Maintains strict confidentiality of all information related to the annual and daily operations, personnel, contractors, and visitors of Western Kentucky University, the Division of Academic Affairs, and the Office of the Provost, and all constituents unless authorized to disclose said information, and exercises a reasonable degree of care to prevent disclosure of said information to unauthorized individuals.  

Manages the daily calendar of the Provost and Associate Provost with the goal of efficiency and effectiveness (40% of effort)

On behalf of the Office of the Provost (56% of effort):

• Greets and directs guests visiting the Office of the Provost, reserves parking, and assists visitors with other special requests as needed,
• Serves as backup for scheduling Office of the Provost conference room reservation requests,
• Receives telephone and other inquiries and determines the appropriate course of action (i.e., address/forward/delegate as appropriate),
• Reviews e-mails via two generic accounts being provost@wku.edu and academic.affairs@wku.edu and determines the appropriate course of action (i.e. address/forward/delegate as appropriate),
• Collects and distributes mail,
• Maintains leave calendar,
• Drafts correspondence, develops agendas, letters, award certifications, reports, and other communications,
• Communicates, and maintains records of administrative decisions and interpretations made by the Provost (or designee) related to matters of significance and/or sensitive and confidential in nature and maintains files in accordance with U0300-U0303 State -Archives and Records Commission),
• Serves on committees and represents Office of the Provost as requested,
• Manages the Academic Affairs Important Dates calendar providing notice to all colleges of upcoming deadlines as required by policy and procedure,
• Updates and distributes Academic Affairs Directory listing as needed, and
• Manages the Office of the Provost front office message display.

Quarterly in collaboration with various constituents (0.25% of effort):

• Collects, organizes, and prepares for the Associate Provost's review: emeritus recommendations,
• Collects, organizes, reviews for accuracy, and prepares for Provost's review: items requiring Board of Regents action; develops Academic Affairs agenda, and coordinates with the Office of the President as required.

Annually in collaboration with the Provost or Associate Provost (1.5% of effort):

• Facilitates faculty award/recognition processes,
• Facilitates University Distinguished Professor nomination process,
• Facilitates Honorary Degree Nomination process,
• Collects, organizes, and prepares for the Provost's review: probationary faculty continuance packets,
• Collects, organizes, and prepares for the Provost's review: faculty promotion and tenure packets, and
• Collects, organizes, and prepares for the Provost's review: sabbatical leave applications.

Schedules, makes preparations for, and participates in multiple meetings and events throughout the year to include but not limited to (1.5% of effort):

• Recurring and special called Council of Academic Deans (CAD) meetings, assists in developing agenda, inviting/assisting meeting guests, collecting and posting meeting materials, oversight of the CAD custom-shared folder, and records/submits meeting minutes,
• Recurring Office of the Provost staff meetings as well as Office of the Provost staff birthday, holiday, and other celebratory/honorific events,
• New Faculty Orientations,
• Academic Affairs leadership seminars/training sessions, and
• Office of the President and Department of Human Resources events in which the Office of the Provost co-sponsors.

Intermittently provides support to other direct reports of the Office of the Provost to include but not limited to (0.75% of effort):

• Assists Director for Accreditation & Academic Programs with accreditation and memorandums of understanding (MOU) records management,
• Updates Anthology users, and
• Other duties as assigned. 

• Two-year post secondary education,
• At least 4 years of significant administrative and professional experience with responsibilities in support of a major department, unit, or organization,
• Demonstrated ability to address a wide scope of administrative duties,
• Demonstrated ability to independently initiate and complete projects,
• Demonstrated ability to prioritize and to meet deadlines,
• Demonstrated analytic ability and excellent problem-solving skills,
• Demonstrated excellence in interpersonal, organizational, and communication skills, both oral and written,
• Demonstrated ability to interact effectively with constituents of diverse backgrounds and points of view,
• Demonstrated ability to address a wide variety of sensitive issues with diplomacy and discretion,
• Familiarity with a wide range of software tools to include demonstrated proficiency utilizing the Microsoft Office suite and Adobe, and
• Must be willing and able to work extended and unconventional hours.

Salary Range:  $25.64 - $28.21/hr

Kentucky state law requires all public institutions of postsecondary education to conduct pre-employment criminal background checks to determine suitability for employment.

Western Kentucky University (WKU) is committed to a policy and practice of providing equal employment and educational opportunities to all individuals. In accordance with Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Revised 1992, and the Americans with Disabilities Act of 1990, no form of discrimination or harassment will be tolerated at WKU on the basis of race, color, ethnicity, national origin, creed, religion, political belief, sex, sexual orientation, gender identity/expression, marital status, age, uniformed services, veteran status, genetic information, pregnancy, childbirth or related medical conditions, or physical or mental disability in admission to career and technical education programs and/or activities, or employment practices.

Persons with disabilities, who need reasonable accommodations to participate in the application and/or selection process, should notify the office of Equal Employment Opportunity/Affirmative Action/University ADA Services (EEO). To request an accommodation, report/express a complaint, or ask questions regarding WKU's Discrimination and Harassment Policy (#0.2040), please contact Mr. Joshua Hayes, EEO Director/Title IX Investigator/University ADA Coordinator, via email at joshua.hayes@wku.edu or by phone at (270) 745-5121.

The University is also required to investigate complaints of sex and gender-based harassment, also a form of discrimination, and has designated the Title IX Coordinator as the individual responsible for coordinating the investigation and response to such complaints. The Title IX Coordinator for the University is Ms. Ena Demir, who can be contacted via email at ena.demir@wku.edu or by phone at (270) 745-6867. Additional information regarding Title IX is accessible via WKU's https://www.wku.edu/titleix/ website.

Information concerning educational programs offered by WKU are provided at: http://www.wku.edu/atwku/academics.php

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