Executive Assistant to Dean of Academic Affairs

REPORTS TO:

Dean of Academic Affairs

WORK SCHEDULE:

Monday through Friday 8:30am - 5:00pm

COMPENSATION: $74,680.58/year + DOE + Benefits, Exempt Regular Full-Time Position

CLOSING DATE:
Until Filled

Ilisagvik College is rooted in the ancestral homeland of the Iñupiat. As an institution, we are “Unapologetically Iñupiaq.” This means exercising the sovereign inherent freedom to educate our community through and supported by our Iñupiaq worldview, values, knowledge, and protocols. The Iñupiaq way of life is woven into our curriculum, programs, activities, and daily interactions within Ilisagvik College and our community partners.

The Executive Assistant to the Dean of Academic Affairs provides administrative support for the Dean of Academic Affairs, Associate Dean, and faculty members, including managing Academic Affairs’ documents, correspondence, internal and external communications, course scheduling support, managing department purchasing, contract preparation, supply maintenance and more.

• Coordinates general communication and maintains all department records.
• Develops and provides reports, publications, and research, as requested.
• Maintains annual departmental and assessment files.
• Under the direction of the Dean of Academic Affairs, manages and maintains records for accreditation review as required for accreditation, including:
  • Student evaluation forms each semester for all Iḷisaġvik courses offered.
  • Regular and Adjunct faculty credentials, vitae files, and evaluations.
  • Course outlines and syllabi for all past and present Iḷisaġvik courses offered.
• Assists in preparation and filing of documents with state, federal, and local governmental agencies in accordance with regulatory requirements, including grants, contracts, compacts, MOAs and other documents.
• Prepares correspondences and reports, screens calls, reviews mail and schedules appointments/meetings for the Dean of Academic Affairs and Associate Dean of Academic Affairs.
• Produces, manages, and monitors publication and posting for course schedules.
• Processes supply and equipment orders for academic and vocational education programs.
• Processes payments for outstanding invoices, membership renewals, conference registration for all divisions.
• Prepares travel authorizations for faculty, Dean, Associate Dean, and other division staff.
• Assists the Dean and Associate Dean in the review of all division timesheets, personnel requisitions, and personnel action forms.
• Assists faculty and adjuncts with administrative needs: contracts, compensation, timesheets, EMPOWER (Student Information System), and MyCampus (Learning Management System).
• Assists with administrative matters, including policies, procedures, data gathering and management, budget and instructional support.
• Schedules and attends meetings and maintains current reports/minutes of organizational meetings (Ex: Dean’s Council, Academic Council).
• Assists in the development and facilitation of community, large, and small group presentations.
• Facilitates communication between students, faculty and other departments, as well as with external partners, as assigned by the Dean.
• Assists Workforce Development with contracts and provides other administrative support when needed (such as TVEP data entry).
• May be called upon to facilitate special projects to include event planning and coordination.
• Maintains updated Academic Affairs Office manuals and Department SOPs.
• Works with the Registrar on academic processes and procedures and serves as backup for Registration when needed.
• Complies with College policies, procedures and administrative directives, as well as state, federal, and local laws, regulations, and ordinances.
• Performs other related duties as assigned.

• Demonstrated computer skills in word processing, spreadsheets, databases, and internet research (Microsoft 365, Google Drive).
• Ability to simultaneously handle multiple projects and meeting changing priorities and deadlines.
• Self-starter with the ability to perform with minimal supervision.
• Ability to maintain strict confidentiality at all times and abide by FERPA.
• Strong interpersonal,…