Assistant to Chief of Staff; Internal​/No Students

Position: Assistant to the Chief of Staff (Internal Staff Only / No Students)
About the Organization
At Vaughn College, our mission is to educate and train future leaders in the futureproof fields of engineering and technology, management and aviation. The college strives to provide a dynamic learning environment built on our aeronautical heritage that inspires a diverse and committed community of students to achieve success as leaders in the industries we serve. Just minutes from Manhattan, Vaughn College is in the heart of New York City in Queens, NY, adjacent to LaGuardia Airport.

Queens is one of New York's most fascinating boroughs and has been ranked as the 'number one' US travel destination and the nation's single most diverse county.

What separates Vaughn College from other institutions is our uniquely committed faculty who come to the classroom with extensive experience in such fields as engineering, manufacturing, aviation, management and communications. Working closely with the industries we serve, Vaughn has developed rigorous curricula that incorporate the latest technology as well as the knowledge you need to succeed in your chosen profession.

We provide traditional degrees as well as professional, technical and certification programs that prepare our graduates for successful careers. Most importantly, a degree from Vaughn College provides the critical, analytical and communication skills that form the foundation for a lifetime of success. Our graduates have gone on to become leaders in many major industries. More than 98 percent of our graduates are employed or continue their education, 78 percent in their field of study, within one year of graduation.

Vaughn College has a six-acre campus and is convenient to major transportation routes. As part of the institution's strategic plan, a 200-bed residential hall has been built, enabling students to live and pursue their chosen field of study on campus.

Description

In the performance of their respective tasks and duties all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other supervisors, coworkers, customers, vendors, agencies, etc.

Position purpose

The Assistant to the Chief of Staff (ACOS) provides high-level administrative support to the office of the president as well as the Vice President for Finance and Business Services (VPFBS) and the Vice President for Student Affairs (VPSA). This role ensures smooth day-to-day operations, manages complex schedules, supports board-related activities, coordinates student travel, and assists with student engagement opportunities.

The ideal candidate is highly organized, committed to exceptional service, and thrives in a mission driven, student-centered environment.

Key Responsibilities/Duties/Functions/Tasks

Support for Senior Staff

• Manage and prioritize the president's and VPFBS's calendars, including complex scheduling and recurring commitments.
• Coordinate meeting logistics, materials, and follow-up actions.
• Support planning, preparation, and logistics for board of trustees' meetings and related activities.
• Serve as a welcoming, professional point of contact for internal and external stakeholders.
• Coordinate scheduling, meeting preparation, and calendar management.
• Assist with small projects, tracking deadlines, gathering information, and preparing materials as needed.
• Provide administrative support that helps advance operational and financial initiatives.
• Oversee and execute student travel arrangements for conferences and events, including booking transportation, accommodations, registration, and itineraries.
• Support outreach and recruitment of students for events such as Wings Club luncheons and other engagement opportunities.
• Partner with student affairs/academic affairs/training staff to ensure students are prepared and supported throughout their travel experiences.

General Administrative Responsibilities

• Serve as a collaborative member of the president's office staff, reflecting the College's values of integrity, belonging, collaboration, courage, and impact.
• Maintain accurate records, files, and documentation.
• Draft, proofread, and prepare correspondence and meeting materials.
• Ensure confidentiality and handle sensitive information with discretion.
• Anticipate needs, solve problems proactively, and streamline workflows across the three offices.

** Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Exceptional organizational and time management skills with the ability to manage multiple priorities.
• Strong written and…