Executive Operations Coordinator & Assistant to the Provost in San Francisco, California at SAN FRANCISCO CONSERVATORY OF MUSIC

The Executive Operations Coordinator & Assistant to the Provost Handbook is at the center of all activities related to Academic Affairs and the Office of the Provost . As such, the incumbent will:

• Coordinates the Provost’s calendar, coordinates meetings, screens calls, processes and distributes mail, provides hospitality to visitors, leads facility tours to VIP guests, maintains files, makes travel arrangements, resolves credit card expenses, and drafts community correspondence (including the Provost’s quarterly newsletter).
• Serves as the primary point of contact for the Office of the Provost and responds to inquiries from students, faculty and staff, often resolving questions or directing them to appropriate offices such as Student Affairs, Human Resources, the Registrar, Financial Aid, Dean or the Provost.
• Acts as a liaison between the Provost and their direct reports to maintain standards of communication, ensure team deliverables are clear, and overall operations run smoothly.
• Timekeep for the President and Provost to ensure punctuality and smooth transitions between meetings.
• Builds relationships with faculty, students, staff, leadership, and the Board of Trustees to establish ease of communication, workflow, and trust.
• Identifies areas of improvement, particularly within inter-departmental communication and project management, and solves core problems associated with those processes.
• Supports faculty and academic staff job searches, and coordinates the faculty onboarding process from letters of intent to paperwork completion, badge creation, and orientation based on guidance from the Provost, Academic Affairs, and Human Resources.
• Prepares and distributes agendas and supporting materials and takes minutes for FEC, Provost’s Alumni Council, and All Faculty meetings in addition to search committees (as appropriate) on behalf of the Provost.
• Prepares, revises, and schedules annual performance reviews for direct reports of the Provost and monitors faculty and academic staff reviews as completed.
• Books and prints materials for quarterly budget review meetings with the Provost, Director of Executive Operations and various budget managers.
• Welcome and assist visitors to the Executive Office Suite, including trustees, faculty, staff, students, and donors, maintaining a professional and welcoming environment.
• Supports management of 10 guest apartments within the Bowes Center under the direction of the Director of Executive Operations. Duties include sending weekly confirmation emails to guests and updating the custodial turnover schedule.
• Provide hospitality and additional logistical support for institutional events, including Convocation, In-Service Day, Commencement, and other key community gatherings.
• Assist with planning and hospitality for lunches and coffee meetings for both the President and Provost.
• Print prepared materials and prepare hospitality for Board of Trustees and committee meetings.
• Organize and stock the office suite, including hospitality and supply areas.
• Assist in redirecting or resolving, with the President or Provost, time-sensitive inquiries when the Director of the Executive Office is out of the office.
• Distribute mail and packages, and resolve credit card expenses for the President, Provost, and Director of the Executive Operations & Liaison to the Board.

On-Site position