Executive Assistant to the Provost

Executive Assistant to the Provost

Office of the Provost

553944

Close Date: 03/17/2026

Internal Only

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(553944) Executive Assistant III, Executive Assistant to the Provost, Salary Range: Step 1 – Step 20 $5,797 - $8,445 Hiring Range: Step 1 – Step 14 $5,797 - $7,499. This is a full-time, benefited, exempt, 12-month pay plan, permanent position with a one-year probationary period in the Office of the Provost. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 15 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.

Position Summary:

The executive assistant provides highly sensitive and confidential administrative and project management support for the Office of the Provost. With a high degree of autonomy, the incumbent manages the provost’s calendar, coordinates meetings, projects, inquiries, and communications, interprets policy, and responds to requests from all campus entities. The position provides lead oversight of administrative support functions, supports events, visits, ceremonies, programs, and purchasing, prepares and analyzes the provost’s calendar and agendas, and drafts confidential communications on the provost’s behalf. The position also provides administrative support, as needed, to the vice provost and the director for academic resources.

The incumbent independently coordinates and oversees a wide range of activities to ensure effective operation of the division, including work coordination, policy interpretation, research, analysis, report preparation, and handling highly confidential and sensitive matters. Work requires access to sensitive information related to executive, academic, legal, and investigative matters and has broad impact on the Office of the Provost and the campus. The position requires continuous awareness of provost priorities, in-depth knowledge of office functions, and the ability to make timely decisions for daily problem solving.

Key Responsibilities:

• Based upon a broad understanding of university issues and priorities of the provost, manage the agendas for high-level, confidential meetings, as well as manage communications on behalf of the provost.
• Assess the relative significance of day-to-day events and correspondence, some of which may be highly complex, politically sensitive, and/or involve multiple issues using independent judgment, creative solution-seeking, and proactive consultation.
• Evaluate priorities and disseminate information from the provost to others. Provide necessary requests to the provost and refer other requests to more appropriate individuals and offices as needed. Ensure each inquiry is appropriately referred and resolved in a timely and courteous manner in accordance with applicable policies and procedures, as well as laws and regulations.
• Identify systemic issues, as they arise, that require intervention and propose viable recommendations for improvement or change for consideration by the provost and other members of the leadership team so that the mission, vision, goals, and priorities can be more effectively realized.
• Ensure appropriate coordination of agenda requests for the OAA leadership team and council of chairs, including the management of ongoing topics and timelines, calendaring and follow up with invited guests, coordination of technical needs, recording and disseminating action items, tracking travel schedules in relation to draft agendas, working closely with executive level support staff to negotiate meeting modifications, providing front line communication to members and attending meetings.
• Draft and process sensitive and highly confidential letters and other forms of communication for the provost’s information and/or approval/signature, ensuring proper grammatical and typographical construction and format.
• Safeguard the confidentiality of the provost's office by exercising discretion in handling administrative records, files, and other confidential items, and in communicating information to faculty, staff, students, and various groups served by the university.
• Ensure professional and effective communication and interactions, both verbally and in writing, with persons in senior positions of authority within and outside of the university, the Chancellor's Office, as well as with faculty, staff, students, alumni, and members of the general public.
• Set priorities, manage deadlines, and implement effective office practices.
• Interpret university policies and procedures and apply knowledge with authority on a continuing basis.
• Gather background information or research key policy/program matters for use by the provost; maintain knowledge of applicable policies, procedures, and regulations that affect the Office of the Provost
• Draft, review, and distribute divisional and campus-wide email communications, develop email templates. 
• Provide lead oversight of student employees, including hiring, training and work assignments.
• Attend training and maintain skill accuracy to safely and effectively complete assignments.
• Process personnel-related documents, including new hire, onboarding, or separation forms for the Office of the Provost and approve personnel documents on the provost’s behalf.
• Manage and review absence recording and reporting for the Office of the Provost and the provost's MPP direct reports.
•  Facilitate the efficient utilization of the provost’s time through the development and coordination of a complex calendar of appointments, meetings, social engagements, and university and community functions, supported by independent research and analyses.
• Prepare and organize documents, presentations, and complex reports on behalf of the provost. Provide essential information and materials for follow-up communications, phone calls, and other interactions. Gather, retrieve, and compile data, tabulate statistics, and present information in clear and understandable formats to support the provost’s needs.
• Work both independently and collaboratively with the provost’s office staff to deliver timely and relevant briefing materials, issue analyses, and information summaries needed for the provost’s meetings, conferences, communications, or phone calls. Ensure the provost is well-prepared for scheduled meetings by assembling necessary documents, preparing agendas, and setting up conference calls. Provide advance briefings to ensure adequate preparation and ensure all meeting materials are organized and ready.
• Serve as the initial contact for internal and external stakeholders for the provost. Manage incoming emails, phone calls, correspondence, and other matters for urgency; judge the urgency to respond, prioritize, and determine appropriate next steps.
• Communicate on behalf of, and serve as a liaison for, the provost with other vice presidents, the president, and other internal and external stakeholders; gather background information or research key policy/program matters for use by the provost; evaluate priorities and disseminate information from the provost; initiate and compose correspondence individually and on behalf of the provost; manage and update contact information for various distribution lists.
• Serve as functional and organizational lead for major initiatives and processes in Academic Affairs, including but not limited to strategic and academic planning processes, Diversity, Equity, and Inclusion (DEI) initiatives, initiatives that come from the President’s Office, etc., ensuring timelines are met, work assignments are clear, and appropriate tracking and evaluation occur.
• Work with leadership team members and their staff on confidential matters to keep apprised of critical issues.
• Review and proofread documents requiring the provost’s signature; monitor due dates and completion of pending matters; oversee the “signature file” and ensure timely turnaround of campus documentation.
• Work with Faculty Affairs and Human Resources to support the confidential preparation of materials related to Reappointment, Tenure, and Promotion (RTP) and staff evaluation processes, following up on behalf of the provost to address grievances, disciplinary actions, complaints, and other matters associated with collective bargaining units and bargaining.
• Serve as the provost's designee on various committees, attending meetings as appropriate, preparing agendas for committees, and taking minutes as necessary.
• Oversee the coordination of special events and receptions put on by the provost and the Division of Academic Affairs, and work with the President’s Office to coordinate university events or special projects of a limited duration when needed.
• Provide general office management.

Special Projects, which include:

• Work collaboratively with and provide lead support and training to the Operational Support Coordinator assigned to support the Office of Academic Affairs.
• Responsible for coordinating the revision and maintenance of the Cal Poly Humboldt Faculty Handbook, in consultation and coordination with the University Senate Office.
• Work with the Office of the President to manage and oversee the distribution and response to CSU requests and memorandums.
• Represent OAA on Commencement coordinating committee and participate in commencement planning activities.
• Work collaboratively with the President's Office, Marketing & Communications, and campus committees to successfully nominate or recommend award recipients for Wang Family Excellence Awards, Chang-Lin Tien Leadership in Education Awards, and honorary degrees.
• Independently oversee the process for Distinguished Faculty Awards. Oversee the scheduling of awardee lectures and the distribution of physical awards.
• Coordinate the RTP process for the provost and advise the provost on the personnel action calendar established by the UFPC. Send RTP recommendation/decision letters on behalf of the provost.
• Work collaboratively with Academic Personnel Services, Human Resources, and the Director of Academic Resources to coordinate Academic Affairs MPP search and appointment processes.
• Coordinate and ensure completion of the provost's management annual evaluation process.
• Processes all DIP and sabbatical leave notifications and correspondence.

Other duties as assigned.

Knowledge, Skills, and Abilities Associated with this Position Include:

• Thorough and advanced knowledge of the principles, problems, and methods of business administration, including operational, fiscal, and executive-level administrative management.
• Excellent project planning and organizational skills, with the ability to independently plan, organize, and manage multiple complex projects and competing deadlines in a fast-paced, dynamic environment.
• Advanced communication, public, and internal relations skills to effectively represent university leadership; advise managers, staff, and faculty on policies and procedures; and engage and collaborate with diverse internal and external stakeholders.
• Advanced analytical and systems analysis skills, including expertise in administrative survey techniques and data interpretation, to evaluate complex information, develop sound conclusions, and recommend new or revised policies and procedures.
• Demonstrated ability to exercise independent judgment and decision-making in complex and ambiguous situations.
• Advanced skill and expertise in leading, training, mentoring, and developing administrative staff.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including the interpretation and application of pertinent laws, regulations, and policies.
• Comprehensive and detailed knowledge of university infrastructure and university and system policies and procedures, including Chancellor’s Executive Orders and Memoranda, CSU Management Personnel Plan, Collective Bargaining Agreements for faculty and support staff, Executive and Administrative Memoranda, Management Letters, Faculty Handbook and appendices, and recruitment procedures for administrators and staff.
• Demonstrated customer service experience requiring a very high level of diplomacy, professionalism, tact, and discretion in handling high-level and sensitive interpersonal situations.
• Demonstrated ability to maintain a high degree of confidentiality.
• Thorough knowledge of English grammar, spelling, and punctuation, with demonstrated excellent writing skills.
• Excellent computer skills and proficiency with a variety of computer applications, including word processing, spreadsheets, databases, surveys, online systems, online calendaring, and email.
• Thorough knowledge of the provost’s duties, priorities, and the functions of the Office of the Provost.
• Ability to understand and apply university and provost priorities in responding to requests and inquiries and in building agendas.
• Demonstrated ability to communicate and interact discreetly and effectively with faculty, students, parents, alumni, members of the general public, senior university officials, and senior external stakeholders.
• Ability to instill confidence in administrators, faculty, and staff that critical issues will be relayed to the provost with timely and appropriate follow up.
• Ability to develop event programs based on knowledge of university protocol.
• Ability to plan and coordinate multiple levels of events and workshops, including assembling cross functional teams and coordinating complex agendas.
• Ability to work effectively in a high-level, high-profile administrative office with frequent interruptions while maintaining professionalism.
• Ability to independently develop and implement research assignments, including data collection, analysis, and reporting.
• Ability to supervise staff by providing clear instructions, feedback, and direction on office procedures, practices, and work assignments.

Minimum Qualifications:

• Equivalent to a bachelor's degree in a related field and two years of relevant experience.
• Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Preferred Qualifications:

• Proficient with administrative systems such as PeopleSoft, PageUp, CFS Data Warehouse, Concur, DocuSign, Adobe and Google Suite
• Demonstrated experience providing direct executive level administrative support to a provost, vice president, president, or equivalent senior academic or administrative leader in a higher education environment.
• Demonstrated knowledge of CSU or comparable public higher education systems, including experience working with systemwide policies, executive orders, collective bargaining agreements, faculty governance structures, and academic personnel processes.
• Demonstrated experience independently drafting, reviewing, and managing highly sensitive and confidential correspondence, reports, and communications on behalf of senior leadership, including campus wide or divisional communications.
• Demonstrated experience coordinating complex executive calendars, high level meetings, and special events involving multiple stakeholders, competing priorities, and politically sensitive or confidential matters.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three Supervisor references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on 03/17/2026.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.  Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code:  [2815]
Publication Date:   [03/03/2026]