Job Openings >> Assistant to the VPAA
Assistant to the VPAA
Title:Assistant to the VPAA
Department:Academic Affairs

Job Duties:

Under the direct supervision of the VPAA, this position provides administrative and secretarial support to the Office of the VPAA and is responsible for organizing the workload and initiating best office practices and procedures to contribute to the efficient and responsive operation of the Office of the VPAA, Academic Units, and Academic Support Units.

Duties will include, but not be limited to:

  • Serve as liaison for the VPAA Office which oversees the Academic Affairs of the college
  • Handle sensitive situations with a caring and respectful nature and execute and respond to requests in a professional manner
  • Handle correspondence both confidential and public
  • Manage the operations of the office
  • Collaborate with departments, faculty, and contract services to synergize the requirements of meetings
  • Assist students with transient credit and academic petitions
  • Accountable for overseeing events such as Opening of School, Convocation, Honors Day, and Commencement
  • Coordinate and attend faculty meetings and provide agenda and all electronic files for reference
  • Coordinate and attend Academic Council Meetings; take and transcribe minutes as well as follow up on action items
  • Maintain all faculty files and documents pertaining to transcripts, promotion and tenure, and evaluations
  • Maintain Xitracs database and faculty credentials in support of reaccreditation
  • Work closely with Institutional Effectiveness in preparation for accreditation visits
  • Prepare all annual faculty contracts
  • Process all adjunct contracts for payment
  • Process all faculty stipends for independent studies, overloads, etc.
  • Reconcile credit cards and reimbursements for VPAA
  • Collect and file syllabi and all documents pertaining to assessment
  • Create student audits with Banner software
  • Supervise work study student
  • Maintain general familiarity with academic and institutional policies
  • Maintain calendar system and scheduling of appointments
  • Manage travel arrangements for VPAA and others
  • And all other duties as assigned in support of the effective and efficient operation of the office

Minimum Qualifications

Bachelor’s degree and three years of clerical, administrative, secretarial or office management experience. Or, the equivalent combination of experience, training and/or education as approved by Human Resources. Prior administrative experience in a college or university is preferred.

Knowledge, Skills and Abilities:

  • Strong computer skills with proficient knowledge of MS Word, Outlook, Excel, and Power Point
  • Excellent written and verbal communication skills
  • Excellent analytic, organization and problem-solving skills with ability to manage multiple tasks simultaneously
  • Ability to communicate effectively with faculty, staff, students and all key members of the college and local community.

The job profile document is intended to be generic in nature. It is not intended to specify all duties and responsibilities of any particular position. Additional job functions and the need to work a flexible work schedule may vary based on specific requirements of the department and the College.

This opening is closed and is no longer accepting applications
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