Executive Assistant to VP of Academic Affairs #26108

Job Description

This position serves as the Executive Assistant to the Vice President for Academic Affairs and provides high-level administrative, operational, and project support for the Division of Academic Affairs. This position coordinates special projects, manages executive-level scheduling and communications, supports division operations, and serves as a primary point of contact for faculty, staff, students, parents, and community stakeholders. The coordinator plays a key role in ensuring the efficient operation of the Vice President's Office while supporting division-wide initiatives and events.
Key responsibilities include:

• Provide direct administrative support to the Vice President for Academic Affairs, including calendar management, meeting coordination, travel arrangements, conference scheduling, and preparation of confidential correspondence and communications.

• Coordinate and manage special projects and initiatives for the Division of Academic Affairs, including division meetings, academic competitions, and projects that support special populations and institutional priorities.

• Support daily operations of the Vice President's Office by coordinating workflow, preparing agendas, attending meetings, producing and distributing meeting minutes, and ensuring operational needs are addressed in a timely manner.

• Serve as a primary point of contact for student, parent, faculty, staff, and community inquiries, including appeals, complaints, and other academic concerns while maintaining a high level of professionalism, accuracy, confidentiality, and sensitivity.

• Process and coordinate help desk, facilities, and operational requests to support the efficient functioning of the division.

• Coordinate purchasing activities for the Vice President's Office, including purchases of supplies, materials, equipment, and mini-grant expenditures. Ensure compliance with college procurement policies and procedures and conduct purchasing card transactions as authorized.

• Coordinate and facilitate major college and division events, including faculty meetings, briefings, training sessions, and other special events. Prepare event materials, handbooks, calendars, communications, and related resources.

• Maintain and distribute the annual Academic Calendar and support other division-wide communications and administrative initiatives.

• Perform other duties as assigned.

This position requires a high school diploma and relevant experience in business management, public administration, or administrative services. A bachelor's degree may be substituted for the required work experience.

• Bachelor's degree in a related field and two (2) years of relevant experience in business management, public administration, or administrative services; or an associate degree and four (4) years of related experience.

• Experience providing executive-level administrative support in higher education, government, or a similarly complex organization.

• Knowledge of institutional processes related to faculty contracts, adjunct employment, part-time personnel, and student employment programs.

• Experience coordinating special projects, meetings, events, and executive calendars.

• Experience with purchasing processes, procurement procedures, and purchasing card transactions.

• Strong organizational, interpersonal, written, and verbal communication skills.

• Ability to exercise sound judgment, maintain confidentiality, interpret and apply policies and procedures, and manage multiple priorities with limited supervision.

• Demonstrated ability to work effectively with administrators, faculty, staff, and stakeholders across multiple departments and campuses.

• Proficiency with office technology and the ability to adapt to evolving information systems and technology platforms.