DEFINITION: 

The principal purpose of this position is to provide executive level administrative support to the Vice President of Academic Affairs for the efficient operation of the division with a focus on management of operations and customer service. This position will perform a variety of complex and confidential administrative duties and will interact with senior level administration, deans, directors, public and private officials, faculty, staff, students, and the public. Work is stated in terms of objectives requiring project planning and judgement. Incumbents may have overall project responsibility and act as a technical authority on assigned projects.

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from the Vice President 
• Exercise indirect supervision of administrative assistants in the Academic Affairs unit, providing work direction and advice/assistance to team members
• Act as a lead on projects and guide team members

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Perform complex and confidential administrative activities for senior administration/ VP level management staff including but not limited to the following:

1. Direct and manage tasks and projects for the office making independent decisions on administrative matters; develop and implement and maintain written procedures to control the flow of administrative work and project completion and is responsible for office operations within scope of authority.
2. Compose and prepare complex correspondence, responses, and other documents.
3. Prepare reports and graphic materials as assigned, may analyze data and formulate responses.
4. Ensure that regulatory or accrediting agencies receive appropriate forms and reports.
5. Screen calls and respond to sensitive complaints and requests for information.
6. Prepare meeting minutes and other correspondence and documentation as needed.
7. May participate in budget preparation and administration. 
8. Maintain day-to-day department operations 
9. Act as liaison for your business unit, and serve as the public face of your area for other areas of the college and the public.

• Perform support work as assigned including special projects, special reports, responses to inquiries, etc. at an executive level.
• Coordinate the calendar of the VP. 
• Organize programs, events, meetings and conferences.
• Serve on committees and provide administrative support when necessary.
• Provide assistance to students when necessary.
• Assist other staff and faculty.
• Engage in professional development.
• Assume other administrative duties as assigned.

Other Important Functions:

• Serve on search committees and train new employees.
• Adhere to legal requirements and regulations maintaining confidentiality and utilizing discretion.
• Ensure security and maintenance of confidential materials, information and professional files.
• Assist with divisional travel approvals, arrangements, and reimbursement processes.
• Assist with student registration processes as necessary.
• Support divisional committees as assigned including organizing, recording, distributing minutes and disseminating evaluations as necessary.
• Support divisional budgeting and planning processes; compile information and data; prepare requisitions; coordinate purchasing activities as assigned.
• Maintain P-card receipts and reconcile P-card transactions.
• May write/evaluate employee contracts.
• Keep inventory of office supplies and order when needed. 
• Perform related duties and responsibilities as required.
• May provide assistance to the President's Office as requested.

Qualifications

QUALIFICATIONS:

Knowledge of:

• General principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Skills in the use of database management, word processing, spreadsheet and presentation software.
• Mastery of Microsoft Office Suite software (Word, Excel, PowerPoint, and Access).
• Principles and procedures of record keeping and reporting.
• Advanced principles of business letter writing and report preparation.
• English usage, spelling, grammar and punctuation.
• Basic mathematical principles.
• Principles and techniques used in public relations.

Ability to:

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative.
• Must maintain the highest degree of confidentiality and ethics.
• Thorough knowledge of college operations and policies with ability to interpret and apply the policies, procedures, laws and regulations of the business unit to which assigned.
• Coordinate work assignments with others, may oversee and train assigned staff.
• Work independently in the absence of supervision.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Adapt methods to solve problems, use creativity to resolve complex issues.
• Skilled at customer service and dealing with the public, can respond to difficult requests and inquiries
• Maintain effective audio-visual discrimination and perception needed for:

1. Making observations
2. Reading and writing
3. Communicating with others
4. Operating assigned equipment
5. Handling varied tasks simultaneously

• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:

1. Standing or sitting for extended periods of time
2. Operating assigned equipment
3. Handling varied tasks simultaneously
4. Bending, stooping, climbing, or lifting up to 10 pounds

• Maintain mental capacity, which allow the capability of:

1. Making sound decisions
2. Responding to questions
3. Demonstrating intellectual capabilities

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• Associate’s Degree in a related field required.

Minimum Experience:

• Relevant experience in an administrative/clerical capacity involving public contact and responsibilities requiring tact and confidentiality
• Demonstrates mastery of computer skills with knowledge of all Microsoft Office Programs and Web-based environments
• Excellent judgement and creative problem-solving skills including negotiation and conflict resolution skills, results oriented and exceptional written communication, oral communication, and interpersonal skills.

Preferred Education/Training. Experience, Skills:

• Experience supporting executive level administrators in higher education, government, or business industries

Supplemental Information

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.
• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.
• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States. 
• This is not a remote or hybrid position.