Job Summary:
This position provides primary, diversified, highly responsible executive level administrative support to the Chief Academic Officer and Assistant VPs of Academic Affairs. The Executive Assistant oversees a broad range of administrative and executive responsibilities for the CAO and identifies priorities to strategically manage a large and complex portfolio in a timely fashion, and with considerable independence. This position is responsible for anticipating and resolving issues with discretion and confidentiality and requires excellent oral and written communication with Assistant VPs, faculty, staff, administrative leadership, board committee members, and external constituents.
Essential Functions:
- Manage daily operation of the Office of Academic Affairs; maintain CAO’s calendar.
- Assist with agendas and coordination of critical meetings for several governing bodies of the institution. Ensure that comprehensive materials are created and provided in advance of meetings; record and prepare minutes
- Manage process, production and distribution of confidential university faculty appointment letters: full-time, pro-rata, and professional faculty
- Maintain faculty personnel records, prepare comprehensive data for faculty review schedule, and faculty eligible for sabbatical leave
- Prepare and administer online management system and coordinate materials for the university Faculty Evaluation Committee and the Academic Life Committee of the Board of Trustees
- Compile, record, and archive critical documents pertaining to faculty and governing bodies for historical purposes and for university accreditation standards
- Coordinate faculty committee assignment structure with CAO & Assistant VPs; develop faculty committee meeting schedule
- Assist Assistant VPs of Academic Affairs and search committee by processing faculty applications for open positions, coordinate orientation and assimilation process for new faculty
- Assist with editing and final production of annual Faculty Handbook revision.
- Support CAO with responsibilities related to university accreditation.
- Maintain and update faculty information in database/Jenzabar; reconcile and code credit card expenses (VISA/ELAN); approve employee timecards (Insperity)•Organize and direct specific annual events for faculty and students.
- Assist CAO in overseeing and managing budget responsibilities, order supplies and equipment for the Academic Affairs Office, process invoices, and payment authorizations for office, Assistant VPs, and faculty.
- Supervise collection of university course syllabi.
- Availability on occasional evenings and/or weekends is necessary.
Supervisory Responsibility:
The nature of the position is one that generally requires understanding and accurately conveying academic policies and procedures for faculty and staff across the university.
Additional Duties:
- As directed by the CAO
- Understand, support, and articulate the mission and goals of the University
- Provide positive leadership example and a friendly, professional office environment
- Position requires professionalism, careful attention to detail, high-quality work, and multi-tasking with the ability to balance long-term projects while prioritizing immediate, more critical needs of the Chief Academic Officer’s responsibilities
Required Education and Experience:
- Bachelor’s Degree
- 2-5 years of higher-level administrative experience
- Ability to work autonomously
- Excellent communication skills, written and oral
- Strong computer skills: Proficiency with Microsoft Outlook, Word, Excel, Adobe Pro, PowerPoint, online learning and management systems
Preferred Education and Experience:
- Higher-level administrative experience in higher education
Salary & Benefits:
- Salary is commensurate with education and experience. Benefits for full time employees include a tuition waiver program for employee and dependent (pro-rated by year until employed for four years), medical and dental insurance, retirement savings plan, paid vacation, holidays and two personal days per year.
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