AA/SA Executive Assistant

Sussex County Community College • Full-time • Newton, New Jersey, United States • $0 - $45k / year • 13h ago

Sussex County Community College is currently recruiting for an Executive Assistant for Academic & Student Affairs. The Academic & Student Affairs Executive Assistant plays a vital role in the smooth running of all areas of oversight of the Senior Vice President. The successful candidate should be proactive in identifying and rectifying issues as they arise, as well as being proficient in organizing and maintaining files, documents and other essential information. This includes being skilled in personal, written and digital communication. This position will include participation with confidential matters pertaining to faculty compensation calculations and participation in negotiation discussions for both Full Time & adjunct faculty. Further, this individual supports the Academic Affairs Division by overseeing tasks such as the historic record of courses, the management of all physical & electronic records, committee membership documents, external correspondence for AA (including AIC, NJCCC, NJ-Sara, OSHE, 3^rd party vendors, etc.).

This position is typically is assumed to be a 9:00am-5:00pm, Monday-Friday, in-person position, though occasional academic and College events will require limited evening and weekend availability.

Key Responsibilities:

Interacts daily with faculty, administration, staff, external and internal organizations and the general public, as required, to facilitate the efficient operation of the Senior Vice President's Office of Academic & Student Affairs.
Supports the Academic Affairs Administration in processing requests for academic information and student correspondence, including but not limited to Dean's List notification letters.
Supports the Senior VP in all needed administrative aspects overseeing Learning Resources, Registrar and other related Student Affairs areas.
Maintains the calendar for time-off requests for all areas related to Senior VP
Under the direction of AA administrators, oversees the scheduling of meetings, agendas and minutes for Academic Affairs.
Handles routine and specialized inquiries and provide telephone, electronic and written communication pertaining to the Academic Affairs Division.
Oversees the distribution and creation of Dean's list notification letters.
Under AA administrative direction may assist with the production of monthly Curriculum Committee meetings and monthly and annual reports, as needed.
Under AA/SA administrative direction, oversees the creation of semester load reports for Full Time Faculty detailing courses, administrative duties, advising and additional compensation.
Under AA administrative direction, support for annual full-time faculty classroom visitation, annual schedule, updates self-evaluation schedules and maintenance of full-time faculty files.
Provides support to the Academic Affairs Administration with new initiatives.
Under AA administrative direction, may assist with Adjunct Faculty and Concurrent instructor's documentation for credentialing, including review and approval.
Under AA administrative direction, oversees the processing of purchase requisitions, invoices, check requests, and expense reports, as well as ensuring the critical review of all requests for reimbursement while monitoring program budgets is done.
Under AA administrative direction, oversees the processing of the Faculty Development Committee's approved applications. Compiles information and prepares reports pertaining to travel and arranges for the presentation of workshops, seminars and training sessions as requested.
Under AA administrative direction, oversees the preparation of all accreditation reports and visits, including but not limited to Middle States and Accreditation Visits and Reporting for various Technical Occupation
Programs.
Provides administrative support and planning for events sponsored by the Academic Affairs Division, including Faculty and Adjunct Orientations, Art Gallery Openings, Honors Society, Student Excellence Awards and Interdepartmental meetings, understanding that this requires some schedule flexibility to
include occasional evening or weekend hours.
Assists the AA Administration with the support provided to Departmental Chairs
Assists with Division material updates on the website.
Provides support for college scheduling and internal meetings.
Under AA administrative direction, oversees the review and processing of chargeback documentation.
Attends and provides support to Academic Affairs Administration & Faculty at Open House Events
Attends and provides support to Academic Affairs Administration for Orientation Week events which
include some evening events.
Performs any necessary updates and organization of the share drives.
Works with the business department to reconcile, on a monthly basis, documentation for Senior VP -issued credit card
Under AA administrative direction, oversees course book and materials adoption.
Assists with all aspects of budgetary needs for Academic & Student Affairs at the direction of the Senior VP
Under AA administrative direction, organize and deploy adjunct observation process on a semesterly basis.
Performs other duties as assigned.

EDUCATION –

Associate's degree required at a minimum; bachelor's degree preferred

EXPRIENCE –

Minimum of five years' experience in a professional business or education environment.

ESSENTIAL SKILLS –

This position is an onsite, in-person position
Must have demonstrated Microsoft Office, Adobe Express/Canva.
Experience in an administrative position in higher education preferred
Ability to work with diverse groups and individuals.
Excellent verbal and written communication skills.
Detail oriented

Sussex County Community College is an Equal Opportunity Employer.

Effective September 1, 2011, the NJ First Act requires that certain classifications of persons employed by a public higher education institution will have 365 days within which to establish a primary residence in NJ. Failure to comply will render the individual unqualified to continue to hold the position. Individuals may seek exemption from the residency exemption committee based on critical need or hardship.