Administrative Assistant to VP Academic Services and Student Development

Position: Administrative Assistant to the VP for Academic Services and Student Development
Location: Schnecksville

Administrative Assistant to the VP for Academic Services and Student Development

Date Position is Open

06/04/2026

Work Schedule

FT, 40 hours per week, (The standard work week is Monday through Friday, 8:00 AM to 5:00 PM. Exempt professionals, are expected to maintain a flexible schedule to ensure all responsibilities and collegiate needs are met, including occasional work outside of core business hours.)

Salary Ranges

$55,734 to $73,740

FLSA Status

Exempt

Summary

The Administrative Assistant to the Vice President for Academic Services and Student Development serves as a highly skilled, confidential, and proactive professional responsible for providing comprehensive administrative support to the Vice President, Academic Deans, and designated areas within Institutional Effectiveness and Compliance. This position plays a critical role in coordinating academic and institutional operations and compliance, managing key academic processes and timelines, maintaining executive calendars, and ensuring the efficient notifications, scheduling, tracking, and execution of activities throughout the academic year.

The Administrative Assistant serves as a central point of communication for Academic Services, anticipates organizational needs, monitors deadlines, prepares reports and meeting materials, and ensures that critical initiatives, reports, and projects are completed accurately and on time. Must have demonstrated exceptional organizational skills, attention to detail, proofreading expertise, professional communication abilities, technological proficiency, discretion and confidentiality, and a commitment to excellence.

Duties and Responsibilities

* Serves as a professional representative of the Vice President's Office.

* Provides confidential administrative support to the Vice President for Academic Services and Student Development.

* Coordinates and manages confidential faculty evaluation processes, including scheduling, tracking, documentation, communication, and electronic uploads to Human Resources Department.

* Supervises student workers for the Academic Services Office, Vice President for Academic Services and Student Development.

* Puts all academic due dates, meetings, relevant college activities, important dates, and academic calendar dates on Vice President and Deans calendars. Coordinates meeting arrangements for departmental personnel, advisory committees, academic committees, coordinators meetings, faculty meetings, and community partners

* Responsible for working with the academic deans and Academic Services Compliance Manager for weekly updates on the credit and noncredit schedules, adjunct hires, faculty load, and course materials

* Monitors and tracks the budgets and processes budget transfers and other payment requests of Vice President and Academic Services Offices. Receives, records, processes, and distributes all incoming and outgoing documents for Vice President review in timely manner.

* Reviews full-time faculty overload as well as adjunct and part-time budget line items, ensuring costs are within the budgeted amounts.

* Maintains an updated list of required academic credentials for faculty to teach in the disciplines.

* Maintains log and updated roster of advisory and academic committee meetings, start of the academic year charges, minutes, end of year reports, and membership. Communicates with all committees in the preparation of the start of the academic year and in the finalization and summarization of end of year reports that are then submitted to the President's Office. Posts all committee minutes and reports on the intranet.

* Establishes a Convocation Drive for each semester and ensures that required documents are updated and uploaded and all faculty and staff informed

* Maintain and coordinate the calendars of the Vice President and Academic Deans, ensuring effective scheduling of meetings, events, deadlines, and institutional activities.

* Facilitate effective communication among academic departments and administrative offices.

* Respond promptly and professionally to inquiries and requests for information.

* Develops and maintains all operations manuals for this department.

* Anticipate administrative and operational needs and proactively identify tasks, meetings, reports, correspondence, and follow-up actions requiring attention. Takes action to contact staff who have not complied with information needed.

* Coordinate and prioritize multiple projects, deadlines, and assignments across Academic Services and Institutional Effectiveness and Compliance.

* Prepare professional correspondence, reports, presentations, memos, agendas, minutes, and other official college documents.

* Track and monitor projects, initiatives, and action items assigned to the Vice President, Deans, and designated academic committees.

* Maintain records and documentation related to Collective Bargaining Agreements, Accreditation requirements and timelines, academic operations, and institutional assessment and compliance requirements.

* Work…