Job Summary: Responsible for providing high level, confidential executive administrative support to the Vice President of Academic Affairs and Associate Provost. Serves as a point of contact and link between employees, internal departments, and external parties. Manages clerical and administrative duties, and analyzes and suggests improvements to office processes and policies and ensures that the office operates smoothly. This position coordinates and supports Academic Affairs Leadership Team meetings and prepares appropriate materials. Assists in developing administrative procedures, provides elevated customer service requiring research and confidentiality, perform special projects; and, act as a representative of a division/department and/or executive.
Minimum Qualifications:
Associate's Degree and 3 year experience or a combination of experience and education sufficient to successfully perform the essential duties of the job.
Licensing Requirements: Valid driver's license.
Hiring Range: $57,469 - $71,836
Preferred Qualifications:
- Prior experience as an Executive Assistant
- Proficiency with office systems and tools such as Microsoft Office Suite, scheduling platforms, and enterprise systems
- Experience working in an academic affairs, provost, or similar higher education administrative office
Job Specific Task List:
- Maintains office workflow by providing complex, specialized administrative support, by improving processes and developing reporting procedures; manages the schedules of the Vice President and Associate Provost: schedules meetings, provides meeting materials, proactively reviews schedules to avoid conflicts; develops and updates documents and forms, along with the relevant checklists, associated with processes for the division. - (Essential)
- Prepares and processes confidential documents, oversees confidential files and documentation related, but not limited to, accounts receivable, accounts payable, payroll or personnel issues and tracking confidential employee documentation; Manages the division's budgets; reviews, analyzes and reconciles departmental/office budgets and expenditures and variances; assists in budget planning. - (Essential)
- Works with the Vice President and Associate Provost to coordinate meetings, develop forms, develop and update checklists, follow up with notifications to individuals impacted, committee members, the President's Office, Office of Finance, Office of Student Affairs, Office of College Advancement, Office of Information Technology and Learning Support and the Office of Human Resources as appropriate for the following projects: Adjunct Excellence Awards, Commencement, Student Academic Awards, Course Fees, Dean's List notifications , Employee Excellence Awards (NISOD, League and Parnell) , College Sabbaticals, Summer Instructional Grants, Middle States Site Visit, Program Advisory Committee, Promotion and Tenure Notification. - (Essential)
- Coordinates and schedules bi-weekly meetings, creates and prepares agenda and minutes for Academic Council, Chairs Council and Vice President Council; prioritizes, coordinates, and monitors progress on issued assignments, responses to internal and external inquiries and Vice President sponsored projects; responsible for updating and maintaining the division's Google App drives. - (Essential)
- Coordinates and schedules monthly meetings for the Board of Trustees Educational Planning Committee; creates agendas and drafts Board of Trustees resolutions; supports the Associate Provost on the Academic Calendar committee and Appeal of Academic Decision committee. - (Essential)
- Schedules meetings to support faculty professional development as needed for Week 0 Committee, CITE coordinator(s), etc; coordinates logistics of the Office of Academic Affairs retreats for deans and chairs; schedules division retreat for admin office specialists. - (Essential)
- Supports the Phi Theta Kappa college-wide advisor, including PTK monthly membership in Banner, in addition to, monthly Argos reports on student eligibility and budget support/management for the PTK operating and Foundation budgets. - (Essential)
- Coordinates information sharing across academic affairs with administrative support staff in the schools. - (Essential)
- Requests, gathers and edits information for monthly collegewide publications. - (Essential)
- Maintains professional knowledge base and seek opportunities to enhance skills and abilities through professional development; seek new areas of responsibility and perform new tasks; recommend process improvements. - (Essential)
- Performs other Duties as assigned. - (Standard)
Job Type: Full Time 12 Month
If part time, hours per week: N/A
About Us: www.hacc.edu
Our Purpose: Learning for all; learning for life.
Our Core Values: A Circle of Caring
Caring by Creating Our Future Together
- We work together to shape and build our preferred future.
- We encourage and celebrate creativity and innovation.
- We set high goals and strive to achieve them.
- We strive to provide exceptional service to all who help shape our future.
Caring for Each Other
- We are gateways to student success and opportunity.
- We promote respect, collegiality, and equity-mindedness in all we say and do.
- We nurture awareness and cultural sensitivity to create a climate of trust.
- We are growth-minded, believing that each of us is capable of learning, developing and growing to support our mission.
Caring by Doing What is Right
- We are honest and hold each other and ourselves to the highest ethical standards.
- We provide the most accurate information available in all communications.
- We are transparent about our decisions as individuals and teams.
- We embrace broad engagement in the shared governance process.
