Assistant to Vice Chancellor Academic Affairs

Assistant to the Vice Chancellor for Academic Affairs

Assistant to the Vice Chancellor for Academic Affairs Job no: 495132 Closes:
Work Type:
Staff Full-Time Locations:
Lake Charles, LA Categories:
Academic Affairs

College:SOWELA

Department:Academic Affairs

Sub department:

Type of Appointment:Unclassified - Administrative/Staff

Salary:Start rate of $17.98 per hour, with actual offer based on experience and education

Duties and Responsibilities:

Essential Duties and Responsibilities :

• Maintains thorough knowledge of the programs, operational structure, and Vice Chancellor’s scope of responsibilities, priorities, and commitments

• Maintains frequent contact with public and private officials and other professionals for the VCAA’s Office.

• Schedules appointments/meetings for the VCAA’s Office making changes as necessary; maintains a calendar of activities and confirms engagements, makes travel arrangements, and requests travel reimbursements.

• Notes and coordinates commitments made by the VCAA during meetings and arranges for staff implementation.

• Determines the importance of matters at hand and prioritizes and takes appropriate action.

• Handles a wide variety of situations and conflicts involving the clerical administrative functions of the office. Responsible for confidential and time sensitive materials.

• Coordinates meetings and prepares agendas for staff/Deans’ meetings.

• Assists at various meetings and functions as needed.

• Assists using all methods of communication: telephone, fax, email and/or personal contact.

• Screens visitors and telephone calls to the VCAA, assisting or referring the calls as appropriate.

• Reviews incoming reports and summarizes the reports.

• Prepares routine correspondence including letters, memoranda, and reports; may compose and type correspondence involving complex and non-routine matters; edits a variety of correspondence, materials and reports for completeness, accuracy and adherence to agency standards for VCAA’s signature.

• Prepares and types a variety of contracts, interagency agreements, articulation agreements, manuals and other important documents, and renews as necessary.

• Assists in researching and preparing accreditation documents; may coordinate accreditation-related tasks

• Maintains and updates office files.

• Tracks and orders office supplies.

• Attends meetings, takes and transcribes minutes for staff/Deans’ meetings, student and employee proceedings, and matters of security and of a confidential nature, and performs basic follow-up.

• Plans and coordinates the setup of meetings, researches and monitors pending issues for follow-up, develops agendas for future meetings, records and transcribes minutes, and maintains permanent records for accreditation purposes.

• Plans and coordinates special events, as needed.

• Relies on experience and judgment to plan and accomplish goals; must be self-motivated and possess a wide degree of creativity and latitude; may direct and lead the work of others.

• May assist with matters of a confidential nature, attending and recording minutes at meetings regarding confidential matters.

• Maintains the Academic Affairs webpage and web-portal sites.

• Checks and delivers mail for the VCAA and Dean of Instruction.

• Maintains an inventory of equipment and supplies for the Office of the VCAA and Dean of Instruction.

• Coordinates with the budgeting and business office, providing receipts, expense reports, purchase requisitions, etc.

• Performs other duties as required or assigned by the VCAA.

Required Education:An associate degree.

Required Experience:Five years of experience as an administrative assistant or in a related function in a similar environment.

Required Knowledge,

Skills and Abilities

:
• Proficiency in the use of standard office equipment and networked personal computers, utilizing a variety of software is essential that includes but is not limited to Microsoft Word, Excel, Outlook and PowerPoint.

• Individual must be a committed, motivated self-starter who is capable of initiating and completing work with little supervision and/or as a part of a team on larger projects.

• Strong organizational skills that reflect ability to…