Executive Assistant to VP of Academic Affairs

MAJOR PURPOSE:

Provide administrative support to the VPAA by coordinating information among the School Deans and by supporting academic processes and procedures, initiatives and program development, and events and operations.

This position is 100% on campus, with some remote options with supervisor approval.

The pay range for this position is generally: $56,000-$62,400 annual. Individual pay is generally determined by a number of factors including job-related skills, experience, relevant education or training and location.

ESSENTIAL FUNCTIONS

VPAA Support and Liaison

● Manages VPAA calendar, business transactions, travel arrangements, etc.

● Organizes logistics for events and meetings.

● Serves as VPAA academic liaison for major university-wide events.

● Research and draft policy proposals and manage grant and accreditation applications.

Academic Personnel

● Collaborates with HR to support departments in recruiting, hiring, and onboarding new faculty and academic staff.

● Assists with faculty contract finalization and distribution.

● Drafts faculty contracts under VPAA direction and addresses related inquiries.

● Manages compensation structures, faculty ranking, and tenure documentation.

Academic Operations

● Manages campus-wide communication processes, including Requests for Payments, Personal Action Notices, expense reports, SmartSheet, surveys, website updates, and distribution lists.

● Supports financial transactions, maintains appropriate financial records and reports.

● Develops office policies and SOPs. Coordinates supplies and branding consistency (business cards, signage) with School Administrative Assistants.

● Maintains the master academic calendar, meeting schedules, and committee rosters.

● Coordinates the New Program Development (NPD) process by tracking faculty compliance with project managers and program leads.

● Schedules cross-departmental meetings and webinars using the MIDAS system.

● Organizing logistics for various academic councils, retreats, and orientations.

● Other duties as assigned

QUALIFICATIONS

Education/Certifications

● Bachelor’s degree preferred

Required Knowledge/Experience

● Five (5) years’ experience as an administrative assistant preferably in higher education

● Experience planning and implementing special events and activities.

● Excellent computer skills, proficient with Word, Excel, PowerPoint, etc. and familiarity with Google apps and comfortable learning new technical systems as needed

Skills/Abilities

● Excellent interpersonal and problem-solving skills; collaborative

● Strong organizational skills, ability to work independently and critical thinking ability

● Strong detail orientation with a bias for action and consistent follow-through

● Strong writing and research skills, including Internet research

● The ability to develop, implement, and interpret policies and procedures and effectively communicate sensitive information verbally and in writing to a diverse population.

● Good judgment, discretion, and the ability to maintain confidence are necessary.

● Ability to handle diverse tasks, multiple priorities and ability to multitask

WORKING ENVIRONMENT

The employee agrees to promote the values and mission of William Jessup University as a private Christ-centered University and live a life consistent with biblical principles. The employee shall conduct himself/herself in a manner consistent with the Community Covenant and Statement of Faith. Additionally, the employee may play a formative role in the spiritual lives of students in a manner consistent with the Community Covenant and Statement of Faith. This may include leading devotions and/or spiritual formation groups and seeking other opportunities consistent with a biblical spiritual formation role.

WORKING CONDITIONS

The employee is regularly in a typical, air-conditioned office environment with adequate light; moderate noise levels; and tile, concrete, and carpeted floors. There are no hazardous or significantly unpleasant conditions.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

While performing the duties of this job, the employee is regularly required to talk or hear and frequently required to stand, walk, sit, and use hands to handle files, computers, and phones; reach with hands and arms; stoop, crouch and kneel. Frequent and regular repetitive movements required using the wrists, hands, and/or fingers. The employe…