Administrative Assistant to the Vice President of Academic Affairs

at  New England College

The Assistant to the Vice President of Academic Affairs provides direct, high level, administrative support. This person will be responsible for handling a wide variety of tasks such as identifying priorities, prioritizing tasks, scheduling, and help ensure that use of the Vice President of Academic Affair’s time is focused on critical and strategic planning. This position requires the skill to coordinate and manage projects with multiple stakeholders, internal and external, throughout the Office of Academic Affairs and related offices.

REQUIRED QUALIFICATIONS

• Bachelor’s degree (Required);
• Excellent verbal and written communication;
• Ability to communicate effectively and professionally with all levels of the college;
• Strong collaboration skills, effective problem-solving abilities, and a demonstrated ability to provide excellent customer service;
• Organizational skills
• Leadership skills
• Strong technical knowledge and ability to learn new technologies.
• Proficient in the use of software tools such as Microsoft products, Zoom, Blackboard, and Canvas
• Leading teams

PREFERRED QUALIFICATIONS

• Prior experience working in a higher education environment preferred.
• Master’s degree (Preferred).

• Report to and work directly with the Vice President of Academic Affairs, including but not limited to: maintaining the VPAA’s calendar and schedule, opening and sorting and prioritizing incoming mail, filing, welcoming visitors, assisting students and families, answering the phone, generating letters/memos and preparing correspondence in the Office of Academic Affairs during college operating hours.
• Develop and implement effective operating procedures and systems (including related calendars) for the Office of Academic Affairs, including routinely auditing general office policies and providing recommendations to the VPAA for improvement;
• Organize and support the workflow of administrative assistants across academic affairs to assist in the gathering of materials, planning of events, and assisting in the overall operations of Academic Affairs;
• Document data collection processes (Faculty File materials, Contracts, Syllabi, etc.) and provide ongoing inventory and reporting on collection of submitted materials;
• Monitor and track weekly budget reports, provide support for the VPAA on annual budget requests, allocations, and documentation;
• Coordinate and maintain systems for collecting data about the programs in the Division, students, faculty, and other elements that can inform the decision-making process for the Division/Programs/College;
• Organize, standardize, and maintain office procedures including the development and implementation of an electronic data management system for records and documents related to departmental operations;
• Prepare and distribute agenda and other materials including taking minutes for meetings called by or staffed by the VPAA, including Trustee meetings, Deans Meetings, other meetings;
• Provide support for the VPAA (e.g., gathering background information, researching issues, preparing executive summaries, reports, and other materials, data collection and management, coordinating with other departments to secure materials requested);
• Coordinate the submissions of data and/or materials/collections to ensure compliance and documentation related to federal, state, and regional regulatory and accreditation reporting requirements (working with the VPAA, faculty, and staff committees);
• Coordinate updates and maintenance the, Academic Affairs Sharepoint site, Academic Affairs calendar, and academic manuals, as well as the Academic Affairs Operational Plan;
• Update and maintain academic policy manuals, and the Faculty Resource Guide based on consultation with VPAA;
• Coordinate major events such as faculty retreats, faculty development activities, student recognition events, Awards nights, evaluation visits;
• Serve as an information source on, and assist with, special projects; initiate and implement special projects as assigned;