Assistant to the Vice President of Academic Affairs

East Central College•Williamsville, NC

About The Position

The Assistant to Academic Affairs provides support and leadership for various aspects of the operations of Academic Affairs and Student Services and works closely with the Vice President of Academic Affairs, Vice Presidents, Deans, and ancillary staff to ensure that all policies and procedures pertaining to the Academic Affairs and Student Services areas are adhered to and maintained. The Assistant to Academic Affairs exercises considerable independent judgment in solving office management problems, acts on behalf of the Vice President of Academic Affairs in accomplishing routine administrative business along with confidential and/or technical materials. The Assistant to Academic Affairs works under the general supervision of the Provost and Executive Vice President of Academic Affairs and is permitted considerable freedom in referring or responding to inquiries. The employee exercises general supervision over one or more clerical employees.

Requirements

Ability to manage multiple tasks and prioritize
Ability to handle confidential information and maintain confidentiality
Work independently and exercise independent judgment
Strong interpersonal and communication skills
Strong analytical skills
Familiarity and ability to use with Microsoft Office Suite (Specifically Word, Excel, Outlook, PowerPoint, Visio), Workday and Adobe Acrobat 2017
Ability to easily learn and utilize software programs, including reporting tools
Ability to proofread not only for spelling, grammar and punctuation but also for sense, consistency and quality
Ability to handle sensitive situations with tact and good judgment
Physically capable of performing the essential functions of the position with or without a reasonable accommodation.
Graduation from a regionally accredited college or university with an Associates’ degree in business or office management or related field with three (3) years of satisfactory experience in office management, business management, or related field working for a senior administrative officer or an equivalent of training and experience as decided by the Provost.
Official transcripts will be required for successful candidate within 30 days of hire.

Nice To Haves

Graduation from a regionally accredited institution with a Bachelor’s degree in a related field and two years administrative experience in an institution of higher education or a position working for a senior administrative officer.

Responsibilities

Collaborates with Vice President of Academic Affairs to oversee more than 100 degree and certificate programs across ECC’s three campuses as well as extension sites.
Manages communication with SUNY regarding new curricula, changes to curricula, deactivation/discontinuance of curricula.
Process renewal of Academic Contracts, Articulation and Affiliation Agreements for approval and necessary signatures.
Assist departments submission of new contracts or agreements that require approval by the Board of Trustees and committee.
Receives and processes agenda items for regular Board of Trustees meetings including their committees of Curriculum, Student Success and Diversity and also Strategic Planning and Assessment as well contract submissions for the Erie County Legislature review and approval
Assists President with the development of his/her initiatives.
Provides President with information for his/her needs, including monthly bullets to report to the Board of Trustees.
Performs confidential work for the Vice President of Academic Affairs and other senior administrative officers as required; including evaluations
Ensures that pending issues of importance are delegated to the appropriate members of the senior executive staff.
Creates and follows semester start-up guidelines, Provost general office duties listing and a general timeline to monitor the academic affairs and student services initiatives throughout each year to see that academic departments are on track for current and upcoming semester.
Processes FFECC information requests/reports/department chair changes/faculty professional duties received from individuals regarding Contractual department chairs and other assignments as well as Non-Contractual Reassigned Time and Appointment, Reappointment and Scheduling Committee membership.
Informs college community of relevant information.
Oversees Academic Affairs budget accounts and ensures budget expenditures are in compliance with associated regulations.
Maintains yearly Budget reports and schedules academic department budget hearings, submits purchase requisitions.
Prepares reports for collective bargaining negotiations to assist the Vice President of Academic Affairs and the College collective bargaining team.
Closely monitors vacant Academic Affairs and Student Services staffing and faculty positions for hiring; submitting hiring requisitions as needed.
Supervises direct and indirect reports.
Oversees and approves entries/changes made to the catalog for all programs, course descriptions, academic affairs information, student services information and advisory groups’ membership.
Prepares agendas and minutes for Academic Leadership Team, Oversees the agendas and minutes and other relevant information for the Provost or Academic Leadership Team Plus, loosely oversees Provost’s other GAP committees.
Helps Facilitates and tracks space planning relative to Academics. submission of Space Planning committee requests.
Sets up regular individual meetings for the Vice President of Academic Affairs with his Provost Academic Leadership Team and others as needed.
Collaborates with departments to implement new Workday processes on a semester-by-semester basis.
Compiles information from Vice Presidents, Deans and Ancillary staff assisting them in their submission of this information and compiling information as needed.
Communicates with faculty, students, administrators, classified staff, and visitors in securing information and answers to questions, provides information and/or routes inquiries to appropriate person, and defuses situations requiring immediate attention, overseeing student requests for assistance with academic program issues and department’s log.
Contributes to solving problems that arise, makes decisions based on knowledge of current operations, and routinely follows up to assure that tasks are completed in a timely fashion.
Oversees Academic Affairs projects.
Identifies process inefficiencies and develops step-by-step strategies to close gaps and increase information transparency.
Drafts correspondence and reports for the approval of the Vice President of Academic Affairs.
Works with college departments to manage their advisory group membership information in a central location and plans annual event and/or mailing to recognize advisory council member participation.
Oversees Auxiliary Services Corporation of SUNY Erie expenditures and requests for funding of Academic Affairs assigned accounts.
Oversees annual and biannual tasks; such as: Facilitates processing of accreditation reports, compliance reviews, employee evaluations and employee/student recognition programs, Processes (1) nominations for Emeritus status designation to retired staff for President’s review and approval; (2) Dean’s List’ sending of letters and certificates to worthy students; (3) collection of appropriate names of advisers of academic programs to assign to students through the college’s computer system; and (4) design booklets for special events that highlight appropriate college facts and information.
Oversees posting of relevant information on the MyECC > Academic Affairs site and the collection of information for the Convocation newsletter.
General reception duties that include phone work, taking reservations for the board room, processing incoming and outgoing mail, reading and processing emails efficiently and timely, ordering office supplies, managing the board room.

Benefits

Excellent health and benefits packages are comparable to offerings through similar county and New York State positions.
Employees can take advantage of the College’s expansive Health & Wellness initiatives
Tuition-free college courses are available for both employees and their families.

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