Executive Assistant to VP

Executive Assistant to the VP of Academic Affairs

Stone Ridge NY

$35/hour

Temporary

Monday-Friday 8:30am
-4:30pm

Reporting directly to the Vice President for Academic Affairs (VPAA), this position serves as a strategic partner and key operational leader within the Office of Academic Affairs. The incumbent is responsible for managing executive-level administrative functions, facilitating critical academic and contractual processes, as well as cross-departmental collaboration to ensure the efficient and effective functioning of the division. Acting as a primary liaison and first point of contact for internal and external stakeholders, the role requires exceptional judgment, discretion, and independent decision-making in handling confidential information, institutional initiatives, and faculty-related matters.

This position provides direct support to the VPAA, manages complex scheduling and communication workflows, supervises administrative staff, and plays a central role in the implementation of SUFA contractual obligations, academic compliance, and institutional policy adherence. A strong command of institutional systems, excellent communication skills, and the ability to lead projects from conception to execution are essential for success in this role.

• Manage and maintain the professional calendar of the VPAA, coordinating the scheduling of department chair, faculty, and non-academic employee evaluations, weekly meetings with direct reports, faculty release time meetings, and budget meetings for academic and non-instructional departments, among others.
• Assist in managing the VPAA’s email communications by responding on their behalf when appropriate, to ensure prompt and relevant communication with internal and external stakeholders.
• Provide VPAA with routine and ad-adhoc reports regarding College functions and status using the Banner system and other sources of information, as appropriate.
• Independently review and prepare all Academic Affairs forms and documents submitted by faculty and staff to ensure completeness and compliance with institutional policies prior to submission for VPAA review and final approval.
• Assist VPAA in the development and management of agendas for key divisional and governance meetings, ensuring alignment with strategic priorities.
• Maintain and regularly update the Academic Affairs organizational chart to reflect current reporting structures, staffing changes, and divisional alignment with institutional priorities.
• Supervise administrative office staff and provide leadership in staff project planning and execution, including developing project scopes, assigning responsibilities, and monitoring progress to ensure timely and effective outcomes; develop staff work schedules that ensure alignment with operational needs.

• Serve as key liaison for the VPAA on a wide range of academic operations and institutional initiatives.
• Assist in the processing of new academic program proposals and modifications to existing programs per College guidelines, collaborating with College liaisons, department chairs, and faculty.
• Lead coordinator on Dean's and President's List letters in collaboration with Registrar, OIT, Community Relations, and President's Office.
• Identify procedural gaps; lead cross-departmental collaborations to revise and implement updated procedures.

• Support the VPAA in managing the Academic Affairs divisional budget, including the SUFA Professional Development budget, through strategic budget planning, expenditure monitoring, and ensuring alignment with the…