Sr. Associate - Vice Provost's office / Sr. Associate - Academic Office Operations

Role Summary

The candidate will act as a key partner to the Vice Provost, ensuring seamless coordination of academic priorities, governance processes, and leadership engagement with faculty and institutional stakeholders.

This role goes beyond traditional administrative support and requires the ability to operate within an academic environment, manage sensitive discussions, and support structured decision-making through high-quality documentation and communication.

Key Responsibilities:

Academic Office Operations & Leadership Support (70% of the role)

Administrative & Office Management

• Ensure smooth functioning of the Vice Provost’s Office
• Manage sensitive information with high confidentiality
• Coordinate logistics for academic events, reviews, and leadership visits
• Support timely execution of academic priorities and deadlines

Academic & Leadership Coordination

• Act as the primary coordination partner to the Vice Provost for all academic priorities
• Manage and strategically align the Vice Provost’s calendar based on academic cycles, committees, and institutional priorities
• Support preparation for academic interactions, faculty discussions, and external engagements
• Shadow key meetings and ensure structured capture of insights, decisions, and follow-ups

Academic Governance & Committees

• Coordinate academic councils, curriculum committees, and governance forums
• Prepare agenda notes, background materials, and documentation for discussions
• Ensure proper recording of minutes and follow-through on action items
• Maintain documentation in line with institutional and accreditation requirements
• Design dashboards and presentations to be presented to the Board and other executives
• Ensure professional, accurate, and effective internal and external communications.

Faculty & Stakeholder Engagement

• Interface with leadership offices, faculty members, staff, vendors and academic leaders across departments
• Facilitate smooth communication between the Vice Provost’s Office and academic stakeholders
• Support resolution of coordination gaps across academic teams

Academic Documentation & Communication

• Develop high-quality concept notes, briefs, presentations, and institutional documents
• Convert academic discussions into structured outputs for decision-making
• Ensure clarity, precision, and professionalism in all communication

Cross-Functional Administrative Coordination (30% of the role):

• Coordinate travel arrangements, accommodation bookings, visa documentation (where applicable), and travel reimbursements for faculty, visitors, and leadership.
• Assist faculty with processing reimbursements, expense claims, and other administrative transactions in accordance with institutional policies.
• Support and coordinate logistics and administrative arrangements for meetings, workshops, faculty visits, leadership visits, conferences, and institutional events, ensuring seamless execution and stakeholder support.
• Coordinate with Finance, HR, and other support functions to facilitate timely completion of administrative processes and operational requirements, as may be required.
• Support procurement activities, including raising requests, coordinating with vendors, and maintaining records of contracts, invoices, and payment-related documentation, as may be required.