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Administrative Assistant to the Vice President, A.A.

Middlesex College • Full-time • Edison, New Jersey, United States • $0 - $64.06k / year • 3h ago

Job Description

Job Title: Administrative Assistant to the Vice President, Academic Affairs
Salary: $64,055.00 Annually

Department: Office of the Vice President for Academic Affairs

Pay Grade: ADM3

Reports To: Vice President, Academic Affairs

FLSA Status: Exempt

Unit: Administrative
Opening Date: 11/6/2026
Closing Date: 11/27/2026 11:59 p.m.

GENERAL STATEMENT OF JOB

Provides high-level confidential administrative and executive support to the Vice President for Academic Affairs and coordinates key operational, personnel, governance, and administrative processes within the Academic Affairs Division. Serves as a central administrative liaison between the Vice President's Office, academic units, and other College offices to support timely and effective execution of divisional responsibilities.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

Provides high-level confidential administrative and executive support to the Vice President for Academic Affairs, including management of scheduling priorities, correspondence, meeting preparation, records, deadlines, and follow-up activities.
Coordinates and maintains confidential full-time faculty personnel records and documentation, including faculty contracts, appointments and other personnel actions, ensuring accuracy, completeness, confidentiality, and timely processing.
Provides administrative coordination for faculty personnel processes, including promotion, sabbatical, special assignments, and other Academic Affairs personnel actions, as assigned.
Coordinates the preparation, review, routing, and maintenance of academic and personnel resolutions and supporting documentation for Board of Trustees consideration.
Maintains Academic Affairs records and documentation related to courses, curricula, transfer articulation agreements, and other academic processes, coordinating with appropriate College offices to ensure records are accurate and current.
Processes and tracks Academic Affairs administrative transactions, including tuition reimbursement, travel requests, faculty special-project/payment documentation, and related approvals, as assigned.
Serves as an administrative liaison between the Office of the Vice President for Academic Affairs and academic deans, department chairs, faculty, and other College offices, facilitating communication, documentation, scheduling, and completion of divisional priorities.
Prepares, coordinates, and maintains executive-level correspondence, reports, agendas, meeting materials, presentations, and other documents on behalf of the Vice President.
Maintains tracking systems and calendars for recurring Academic Affairs processes, submissions, approvals, and deadlines and follows up with responsible offices as necessary.
Coordinates the collection, verification, and revision of faculty information for the College catalog and other official College publications or systems.
Supports commencement and related academic ceremonies and serves on the appropriate commencement/graduation planning committee(s).
Maintains the confidentiality and integrity of sensitive personnel, academic, executive, governance, and labor-related information handled by the Office of the Vice President for Academic Affairs.

Acts as Recording Secretary to the Board of Trustees and serves as Assistant Secretary to the Board of Trustees in the absence of the designated administrative staff member, consistent with College governance requirements.
Provides administrative support for special projects and institutional initiatives assigned to the Office of the Vice President for Academic Affairs.
Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Associate's degree
Two (2) years of work experience in an academic environment
Strong computer skills with significant knowledge of Microsoft Office
Excellent written, verbal, and interpersonal skills
Ability to work collaboratively and manage multiple projects

PREFERRED QUALIFICATIONS

Bachelor’s degree

SUPPLEMENTAL INFORMATION

SCHEDULE: Monday – Friday, 8:30 AM – 4:30 PM

RETIREMENT: Pension Eligible

NJ First Act

Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.

Equal Opportunity Employer

Middlesex College is an equal opportunity employer and prohibits discrimination on the basis of race, creed, color, national origin, ancestry, age, gender, marital status, familial status, religion, affectional or sexual orientation, atypical hereditary cellular or blood trait, genetic information, liability for service in the armed forces of the United States, or disability.

Affirmative Action and Compliance Statement

Middlesex College is firmly committed to a policy of Equal Opportunity and Affirmative Action. The College will implement this policy to assure that the educational programs, activities, services, benefits and employment opportunities offered by the College are available to all persons regardless of sex, race, creed, national origin, ancestry, nationality, color, marital status, civil union or domestic partnership status, affectional or sexual orientation, gender identity, age, handicap (and/or disability), service in the armed forces, atypical hereditary cellular or blood trait, genetic information, refusal to submit to genetic tests, or refusal to make available results of genetic tests, in accordance with State and Federal laws. All employees and students are expected to accept these principles and to reflect their spirit in everyday relationships with fellow employees and students. Inquiries regarding compliance may be directed to the Affirmative Action Officer, Middlesex College, Chambers Hall, 2600 Woodbridge Avenue, Edison, New Jersey 08818-3050.