Division: Academic Affairs
Position reports to: The Senior Vice President for Academic Affairs
Description: The Administrative Assistant to the Senior Vice President for Academic Affairs is responsible for providing clerical and office support to the Senior Vice President for Academic Affairs, ensuring a smooth running of operations within the Academic Affairs division.
This position is open until filled.
Core Responsibilities
- Provides administrative/clerical support to the Senior Vice President for Academic Affairs (SVPAA)
- Maintains an extensive in-office and electronic filing system, including confidential files relevant to all academic departments and constituent academic warehouse files
- Responsible for the storage of appropriate files, overseeing the orderly transfer and disposal of outdated files in conjunction with other College departments
- Receives Academic Affairs’ guests in a courteous manner
- Manages extensive coordination of the SVPAA’s schedules ensuring appropriate balance between meetings and other SVPAA’s commitments, schedules the SVPAA’s meetings with other employees, guests, and various internal and external committees
- Answers telephone requests courteously and promptly
- Coordinates travel arrangements for the SVPAA
- Assists the SVPAA with materials and information regarding assessments, re-accreditations, and other reports
- Prepares the Dean’s List letters and certificates to students twice a year
- Provides administrative assistance including monitoring deadlines, providing materials needed for SVPAA’s meetings, and assuring timely follow-up on matters in the Office
- Prepares PO’s for the SVPAA
- Reconciles and distributes budget reports to deans and chairs
- Drafts various letters and memoranda as instructed
- Generates reports for the Office of Academic Affairs and other units as needed
- Maintains faculty information with regard to tenure, promotion, leaves of absence, sabbaticals, and salaries
- Provides support to the ARPT committee, which handles tenure and promotion cases, and maintains confidential records and files of candidate’s information and letters of recommendation
- Prepares yearly contracts for faculty members and other contracts for Academic Affairs employees, under the SVPAA’s signature and in collaboration with the Dean of Academic Affairs; Distributes contracts, receives signed copies, and shares appropriate copies to the Human Resources and Payroll Offices
- Arranges Academic Affairs Office meetings and assists with events, including Planning Day, Academic Symposium, LaVigne Lecture Series, galas, and awards ceremonies, etc.
- Provides administrative and logistical support for special projects, SVPAA’s initiatives, and committees originating in the SVPAA’s office
- Provides support for the Eligibility Committee and prepares correspondence to students facing probation or dismissal
- Provides support for the preparation and review of the Academic Catalog and other Academic Affairs’ publications in collaboration with the Assistant Dean for Academic Affairs
- Provides support and guidance to faculty, staff, and student visitors regarding Academic Affairs operations
- Other duties as assigned
Competencies and Skills Required:
- Understanding of and commitment to the mission of Anna Maria College
- High ethical standards and good judgment
- Excellent writing skills
- Ability to manage multiple tasks simultaneously
- Friendly disposition and collaborative style
- Detail-and process-oriented with exceptional organizational skills
- Ability to maintain confidentiality and an understanding of FERPA
- Strong commitment to the vision and goals of the Academic Affairs division
A minimum of two years’ experience in a related administrative role is required. Prior experience working in an Academic setting will be prioritized.
