Position Summary

Under general supervision, the Administrative Assistant, Academic Affairs performs clerical, transactional, and administrative support functions for the Vice President of Academic Affairs/Chief Academic Officer and the Academic Affairs Division. Responsibilities include document preparation and processing, records maintenance, data entry, meeting and event logistics, calendar support, purchasing documentation, communication routing, and follow-up on established deadlines. The position performs assigned activities using established procedures and requirements and supports academic processes coordinated by designated Academic Affairs personnel.

The position reports directly to the Vice President of Academic Affairs/Chief Academic Officer and exercises no supervision.

Essential Duties and Responsibilities

• Provide administrative support to the Vice President of Academic Affairs and Academic Affairs leadership team, including calendar management, meeting coordination, correspondence, and special projects.
• Prepare, proofread, distribute, and maintain reports, memoranda, agendas, meeting minutes, presentations, and other official Academic Affairs documents. 
• Organize, file, update, and maintain electronic and physical Academic Affairs records in accordance with established College recordkeeping procedures and requirements provided by the responsible process owner. 
• Receive, log, organize, and file syllabi, book orders, missed-class reports, door schedules, faculty credentials, assessment reports, and other required academic documentation; update established tracking logs and send routine reminders regarding missing or overdue submissions. 
• Prepare, process, route, track, and file faculty travel requests, professional-development documentation, requisitions, purchase orders, invoices, and budget-related records in accordance with established procedures and approval requirements.  
• Provide clerical and transactional support for curriculum and scheduling processes by entering and updating approved information, assembling supporting materials, maintaining records, documenting submission status, preparing Curriculum Committee materials, and sending reminders based on deadlines established by the Coordinator or CAO. 
• Schedule and provide administrative and logistical support for Academic Affairs meetings and events, including preparing notices and materials, reserving rooms, arranging technology or refreshments, recording minutes when assigned, and distributing follow-up materials. 
• Receive routine inquiries from faculty, staff, students, and external contacts; provide approved general information and route programmatic, academic, partnership, or decision-related inquiries to the appropriate responsible employee.
• Monitor division email accounts, respond to routine inquiries, and route requests to appropriate personnel in a timely manner. 
•  Assemble, format, enter, file, and transmit grant-related documentation, reports, budget materials, and supporting records as directed; update established tracking logs using deadlines and status information provided by the internal grant contact(s)/representative(s), and CAO.
• Maintain the Academic Affairs master calendar, committee schedules, and approved division planning documents; enter deadlines and status information provided by responsible process owners; and send routine reminders regarding upcoming due dates.
•  Run established system reports; enter, compile, format, organize, and distribute data and reports using parameters, templates, and instructions provided by the CAO, Coordinator, or other responsible process owner. 
• Assist with onboarding of new faculty and staff by coordinating required forms, training schedules, and departmental resources.
• Maintain office supplies, equipment inventories, and records necessary to support efficient operation of the Academic Affairs Division. 
• Demonstrate exceptional customer service and maintain positive working relationships with students, faculty, staff, and external partners.
• Utilize Microsoft Office 365 applications, data systems, and other college software to support division operations and reporting requirements. 
•  Provide limited administrative support for Academic Affairs matters involving high-school partnerships by scheduling meetings, preparing and distributing approved materials, organizing Academic Affairs records, and routing communications and requests to the Director of High School Programs or other responsible personnel.
• Provide clerical and logistical support for approved Academic Affairs events and outreach activities, including preparing materials, processing requests, maintaining participant information, and assisting with event setup and communication as directed.
•  Assemble, format, and proofread Board of Trustees reports and Academic Affairs presentations using content and data provided or approved by the CAO and other responsible personnel. 
• Perform other duties as assigned by the Vice President of Academic Affairs/Chief Academic Officer.

• Serve on campus committees as assigned
• Perform designated clerical, data-entry, record-maintenance, and schedule-processing duties as backup to the Coordinator, Programs and Scheduling, when trained, authorized, and directed by the CAO. 
  • Backup responsibilities do not include independent approval of curriculum or scheduling actions, interpretation of requirements, compliance determinations, or final process accountability.

Education/Experience Qualifications

Required:

• High school diploma or GED required.
• One (1) to three (3) years of work experience, or an equivalent combination of education, training, and experience.
• Experience performing duties requiring customer service, recordkeeping, clerical support, equipment operation, or other job-related functions, as applicable.
• Basic computer proficiency, including Microsoft Office applications. 
• Ability to work independently and as part of a team.

• Associate degree in Business Administration, Office Administration, Information Technology, or a closely related field from a regionally accredited institution.
• Experience working at a Community College.
• Notary Public.

Additional Requirements/Supplemental Information

• Possession and ability to maintain a valid driver’s license.