Executive Assistant to the VP of Academic Affairs

Job Type

Full-time

Description

Pillar College, rooted in Christian faith and love, is seeking an Executive Assistant to support the Vice President of Academic Affairs. The ideal candidate will possess exceptional organizational skills, professionalism, and a dedication to fostering intellectual, spiritual, and social growth within a diverse academic community.

SUMMARY:

Under the direction of the VP of Academic Affairs and Dean of the College, the Assistant to the Vice President of Academic Affairs is chiefly responsible for providing support to the VPAA and managing the administrative operations of the Department of Academics. Duties include daily office activity involving internal and external relations of the College and coordination of support for Academic programs and initiatives

SUPERVISION:

Supervision Received:

• General Supervision

Supervision Given:

• Coordinates activities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Effectively manage the Vice President's schedule to provide the most strategic and efficient use of the Vice President's time, and to ensure he/she is appropriately briefed and in possession of confirmation /support materials for all appointments and occasions.
• Support and maintain VP Academics and Dean's appointment calendar, administrative documents including payment vouchers and credit card bills, and make travel arrangements when necessary.
• Monitor the Vice President's incoming postal and interoffice mail and secondary email Academics@pillar.edu and forward concerns as necessary.
• Collaborate with deans, chairs, and directors to ensure all academic responsibilities are completed
• Maintain organized academic records including class syllabi and faculty files.
• Coordinate hiring processes for Academic Affairs positions.
• Ensure timely and accurate onboarding process for new full time and adjunct faculty, in coordination with Human Resources and IT/Operations
• Prepare faculty and adjunct contacts, payment requests, and faculty assignments in SIS and LMS.
• Maintain and ensure the confidentiality of records, meetings, and negotiations.
• Serve on academic event committees and provide support for activities including graduation, convocation, faculty retreats, faculty meetings, etc.
• Prepare and distribute agendas and pertinent materials for faculty meetings, leadership meetings, and committee meetings, as well as take, transcribe and distribute minutes/notes of the above.
• Provide open, timely and effective communication, keeping the Vice President abreast of salient matters.
• May assist other senior Academic Affairs Administrators with a range of administrative support duties as necessary.
• Special projects as designated by the VP of Academic Affairs.

Requirements

QUALIFICATIONS:

Experience :

• Previous experience as an administrative assistant
• Computer skills necessary for data entry, word processing, and learning management systems
• Knowledge of Pillar's mission and its organizational structure

Education :

• Bachelor's Degree preferred or professional certificate
• Proficient in Microsoft Office Suite

Christian Life :

• Commitment to Christ and excellence in all that he/she does is necessary

Knowledge, Skills and Abilities

• Highly organized and independent worker
• Excellent oral, written and interpersonal skills
• Superior time management and organizational skills
• Excellent customer service skills
• Ability to speak Spanish highly desirable
• Ability to apply strong teamwork skills to daily management of tasks and interactions with coworkers
• Computer proficiency with working knowledge of Microsoft Office suite (especially TEAMS) and other commonly used software programs applicable to business operations
• Detail-oriented with the ability to effectively coordinate several projects simultaneously is crucial
• Ability to work in a fast-paced environment
• Possesses ethical decision-making skills, discretion, and sound judgment

WORKING CONDITIONS:

Pleasant, professional environment.

Semi-private office at the Newark Main Campus.

Regular interaction with students, faculty and staff.

PHYSICAL DEMANDS:

80% of time spent sitting at desk using computer and phone. 20% of time standing and walking.

HOURS:

(40 hours/week)

Salary Description

$45,000 - $55,000