Position Summary
The Assistant to the Provost serves as the operational hub of the Office of Academic Services, providing high-level administrative, organizational, and coordination support. This role ensures alignment of priorities, communication, and execution across academic units.
The Assistant manages workflows, supports governance processes, coordinates academic operations, and assists with accreditation, academic integrity, and student support processes. The position requires discretion, initiative, and the ability to follow through on institutional priorities with faculty, staff, and leadership.
This role also provides cross-functional support to academic operations, including coordination with the Registrar’s Office during key institutional cycles.
Key Responsibilities
1. Executive & Operational Support
- Manage and prioritize the Provost’s calendar with attention to institutional priorities and strategic use of time
- Coordinate internal and external communications on behalf of the Provost
- Prepare briefing materials, agendas, and supporting documents for meetings
- Track and follow up on assignments, deadlines, and action items across academic units
- Serve as a central point of coordination for the Office of Academic Services
- Actively manage workload and identify areas requiring follow-up, coordination, or support without direct instruction
2. Academic Coordination & Faculty Support
- Support academic divisions in coordinating course coverage, adjunct hiring, and instructional needs
- Assist with collection and organization of syllabi and academic documentation
- Maintain organized records of faculty credentials and academic files in alignment with accreditation expectations
- Coordinate with division chairs to ensure timely completion of academic processes
3. Governance & Meeting Management
- Coordinate all aspects of academic governance meetings, including Academic Council, Faculty Assembly, and related committees
- Develop and distribute agendas and supporting materials
- Record, maintain, and distribute official minutes
- Track decisions and ensure follow-up on assigned actions
4. Accreditation & Compliance Support
- Assist in maintaining documentation related to accreditation standards and institutional compliance
- Support preparation of reports, prospectuses, and institutional submissions
- Coordinate with Institutional Effectiveness and Research on assessment timelines and documentation
- Ensure academic records and faculty files remain organized and audit-ready
5. Data & Reporting Support
- Compile and organize academic and operational data for reports and presentations
- Assist in preparing materials for Cabinet, Board meetings, and accreditation reviews
- Maintain tracking systems for key academic initiatives, deadlines, and outcomes
6. Financial Coordination
- Support academic units in budget preparation and tracking
- Process purchase requests, reimbursements, and financial documentation
- Coordinate adjunct and overload payroll documentation with Human Resources
- Maintain organized records of financial transactions related to Academic Affairs
7. Academic Integrity Intake, Processing, & Appeals Coordination
- Receive and review all academic integrity reports submitted by faculty for completeness and required documentation
- Apply institutional sanction guidelines and established matrices to process initial cases as submitted
- Prepare and issue official academic integrity notifications to students on behalf of the Office of the Provost
- Identify and elevate cases involving unclear documentation, inconsistent application of policy, or potential misclassification of violation level
- Maintain communication with faculty as needed to clarify documentation prior to processing
- Manage the full lifecycle of academic integrity cases, including tracking submissions, deadlines, appeals, and outcomes
- Monitor student appeal timelines and ensure compliance with institutional policy
- Track missed deadlines and notify appropriate offices when policy-based actions or fines are required
- Coordinate all logistics for academic integrity and appeals committee meetings, including scheduling, agenda preparation, and documentation
- Compile and distribute case materials and evidence in advance of committee review
- Maintain accurate and confidential records of all cases and outcomes
- Ensure completion and documentation of all post-decision actions
- Maintain a tracking system for all cases, including timelines, status updates, and outcomes
8. Academic Operations & Student Support Coordination
- Provide coordinated support to the Registrar’s Office during peak academic periods, including registration, transcript processing, and transfer credit review
- Serve as a liaison between Academic Affairs and the Registrar to support accurate and timely academic record management
- Support coordination of student accommodation processes in collaboration with designated institutional offices
- Track documentation, timelines, and communication related to accommodation requests
- Assist in the preparation and distribution of accommodation notifications to faculty
- Maintain confidential records in alignment with institutional policies and applicable regulations
9. Event & Special Project Coordination
- Support key academic events such as Convocation, Faculty Retreat, Honors Day, and Commencement as assigned
- Coordinate logistics, materials, and communication for academic initiatives and projects
- Assist with special projects as directed by the Provost
Authority & Accountability
- Authorized to follow up directly with faculty, staff, and administrators regarding deadlines, documentation, and institutional expectations
- Authorized to process and issue official academic integrity communications based on established institutional guidelines
- Expected to exercise professional judgment, discretion, and initiative in representing the Office of the Provost
- Expected to actively manage workload and maintain consistent engagement with institutional priorities
- Responsible for ensuring timely progression of processes, accurate documentation, and completion of assigned workflows
- Supports coordination and documentation of academic and student support processes but does not serve as the final decision-making authority in matters of academic integrity, student accommodations, or compliance