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Executive Assistant to the Offices of the President of the College and Vice President for Academic Affairs

Position: Full-time
Date posted: July 1, 2021

Job Description:

The successful candidate will provide executive organizational support for both the President and Vice President for Academic Affairs (VPAA), including scheduling, meeting preparation, correspondence, event planning and other out-facing needs. Also partners with the VPAA in supporting work around student and faculty concerns, and deals with HR processes, working closely with and assisting the Director of HR.

 

Essential and Related Functions:

-Proactive and anticipatory management of the VPAA’s calendar while prioritizing tasks.

-Preparation of all full and part time faculty contracts.

-Posts faculty vacancy announcement and coordinate logistics for all facets of the faculty hiring process; includes posting of position, travel arrangement for candidates, and coordinating hiring committee schedules.

-Serve as the first point of contact for the combined office of the President/VPAA, ensuring a warm experience. Answers phones and responds to emails accordingly, greets visitors and fields initial questions and inquiries, handles mail and paperwork as needed. Provides accurate and timely verbal or digital responses to questions from students, parents, the public, faculty, and staff.

-Prepares minutes for the College Curriculum Council, Faculty Assembly, and other bodies as assigned by the VPAA.

-Provides backup administrative support to academic units as needed and as assigned by the VPAA and in conjunction with the Registrar.

-Leads in the annual revision of all College academic catalogues under the supervision of the VPAA

-Serves as a liaison between the office of the VPAA and the office of the Registrar.

-Coordinates travel arrangements for internal and external parties as directed by the President or VPAA.

-Partners with the VPAA in planning and executing commencement activities at the College. This includes creation of the commencement program, spearheading all logistics for the event, assembling and proofing the list of graduate names in conjunction with registrar office staff, coordination of regalia purchasing, diploma printing and distribution, and leading communication between tentative graduates and the office of academic affairs, and other duties as necessary.

-Prepares and submits mandated reports to external agencies.

-Other duties as assigned.

 

Minimum Qualifications:

-HS diploma required, Bachelor’s degree strongly preferred with experience in administrative support, marketing, event planning strongly desired.

-Applicants should excel in word processing, and know how to use Office software extensively.

-Must have strong proofreading, grammar, and spelling skills

-Must be detail oriented and have the ability to multitask

-Must be a self-starter and have the ability to work independently and deal with highly confidential information.

 

To Apply:

Interested candidates should submit a letter of interest, resume and names and contact information of three references to wvwcjobapp@wvwc.edu.  On the subject of the email, please enter:  ##8## – Executive Assistant. The review of applications will begin immediately and continue until the position is filled.

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