Olin College campus Spring 2021

Position Title: Project Coordinator and Executive Assistant, Office of the Provost

Salary range*: $55,000 – $66,000 – $77,100


Olin College of Engineering seeks employees who are passionate about working collaboratively within and outside of the Olin community to support the College’s mission and vision for the future.

At Olin, we are educating the next generation of engineering innovators and shifting the definition of engineering. Not only do our students ask, “Who are we designing this for, and what are their values?” They also ask questions about the impact of their work on society.

As Olin evolves under the leadership of our new president, Dr. Gilda Barabino, we seek to become a more diverse and aware community, a place where everyone is a learner and where everyone is an educator. Olin will become a place where experimentation—including making and learning from mistakes—will be embraced across the institution, not just in the classroom. Collaboration is key to Olin’s curriculum and culture, and we will work intentionally to reinforce the values and culture to which we aspire. We are a community that thrives on being together; we value trust. The College supports teams to collaboratively decide how they can best do their work, display a commitment to the community, all while providing individuals with overall work-life-flexibility.

Founded in 1997, Olin College of Engineering instills passion and ignites innovation in its students and prepares them to envision, create and deliver products, services, and systems that transform and improve people’s lives around the world. Olin teaches students to be explorers and creators who design their own path forward. By challenging norms and sharing its unique approach to education, Olin is revolutionizing the way engineers, and all undergraduates, learn and create knowledge. Located in Needham Massachusetts, Olin ranks among the top-three undergraduate engineering programs in the country by U.S. News & World Report.

Position summary:

This position plays a pivotal role in supporting the work of the Provost and Dean of Faculty. The Provost is the senior administrative official responsible for the direction of the academic, student life, and related programs and services of the College.  The Provost serves as the second-in-command of the College and acts for the President when the President is temporarily unable to perform their duties, subject to the further direction of the Board of Trustees.  The Dean of Faculty oversees all aspects of faculty governance, development, and assessment including hiring, reappointment and promotion, and annual performance reviews.    

Working independently, this position is responsible for a broad range of highly skilled administrative tasks, as well as coordinating select academic projects. Duties and responsibilities are varied and confidential in nature. The successful candidate will be extremely organized, possess strong oral and written communication skills, be computer proficient, open to learning new tools, a self-starter, demonstrate good judgment and able to prioritize multiple tasks. 

Primary Responsibilities and Duties:

Office of the Provost and Dean of Faculty

  • Assist with and represent the Provost and Dean of Faculty as appropriate in communicating with internal and external constituents, including donors, academic partners, alumni, faculty, staff, and students.
  • Establish and maintain the calendars for the Provost and Dean of Faculty, including scheduling meetings, appointments, and travel time.
  • Plan travel itineraries for the Provost and Dean of Faculty.
  • Maintain and control confidential files and records, including the faculty database and faculty contracts.
  • Support financial processes, including reimbursements and p-card reconciliation.
  • Other administrative duties, special projects, and events, as they may arise.

Academic Life Activities

  • Manage the organization and sharing of Academic Life Leadership Team materials, including tracking open agenda items and facilitating necessary follow-up.
  • Oversee all logistics for weekly, community-wide Academic Life meetings.
  • Support event planning and execution of events sponsored by the Office of the Provost and Dean of Faculty, including retreats, social events, and academic events.

Project Coordination

  • Lead the development and delivery of new approaches to communicating news from the Office of the Provost.
  • Coordinate the Olin Academic Course Visitation Program, including identifying participating faculty-led courses, enabling sign-ups, tracking participation, and soliciting feedback for program evaluation and improvement.
  • Support the maintenance and updating of the academic web pages in collaboration with members of the academic leadership team and marketing communication colleagues.
  • Manage the administration of Institutional Review Board (IRB) research protocols with our partner organization, Brandeis University.

Board of Trustees and President

  • Coordinate the development of the Academic Life reports for each board meeting.
  • Schedule and support the Academic Life Committee (ALC) meetings.
  • Work closely with Executive Assistant and Manager of Trustee Affairs in the President’s Office both to coordinate efforts and to provide backup support for the President’s Office.

Faculty Evaluation and Reappointment & Promotion (R&P):

  • Work closely with the Dean of the Faculty to schedule, execute, and document annual reviews for all faculty. 
  • Collect appropriate data to support review process, facilitates scheduling, and finalizes annual review letters.
  • Support the Dean of Faculty and the Chair of the R&P Committee by coordinating annual reappointment and promotion activities.

Qualifications and Skills

  • Bachelor's degree required.
  • 7-10 years of applicable work experience, with at least five years working with senior leadership and/or non-profit boards.
  • Excellent interpersonal skills, including advanced verbal and written communication skills, ability to earn the trust and confidence of all constituencies
  • Ability to handle multiple tasks and projects simultaneously, effectively, and efficiently.
  • Skill in organizing resources and establishing priorities.
  • Knowledge of office management principles and procedures, including advanced knowledge of office computing and word processing software, as well as modern cloud-based collaboration and database tools.

* Olin’s hiring salary will typically start in the entry point to mid-point of the range. The starting salary will vary based on the candidate’s relevant experience, skills and education.

Olin College is an Equal Opportunity Employer.

Please send resume and cover letter to jobs@olin.edu 

Non-discrimination/Affirmative Action Statement

In accordance with its own values and with federal and state regulations, Franklin W. Olin College of Engineering does not discriminate in admission, programs, services or employment—including the recruitment, hiring, training and promotion of persons in all job classifications—on the basis of race, color, religion, gender, national origin, sexual orientation, age, physical or mental disability, or veteran status.