Administrative Assistant to the Vice President of Academics and

Job Description

Salary: Starting Salary of $40,000

JOB TITLE: Administrative Assistant to the Vice President of Academics and Accreditation Liaison Officer (VPA/ALO) and Career Pathways Support

PRIORITY DEADLINE: June 2, 2025 - Applications accepted until position is filled.

CLASSIFICATION: Full-Time, Non-Exempt

DIVISION: Academics

DEPARTMENT: Academics

REPORTS TO: Vice President of Academics and Accreditation Liaison Officer (VPA/ALO)

SUPERVISES: Not applicable

MINIMUM REQUIREMENTS:

Associate degree or higher

Minimum three years combined work experience in an educational setting(s) or administrative support roles

Proficiency in Microsoft 365, including Word, Excel, Forms, PowerPoint, and Teams

Willingness to work the required schedule and work at the specific location required

PREFERRED QUALIFICATIONS:

Exemplary planning and time management skills

Excellent interpersonal skills to communicate effectively both in writing and verbally

Exceptional organizational skills and ability to manage and prioritize the demands of multiple projects

Attention to detail and problem-solving skills

Ability to work collaboratively and thrive in a fast-paced environment

Hold the highest level of professionalism with proven ability to handle confidential information with discretion

Proficiency with use of Microsoft Teams

Proficiency with project management

Proficiency with using project management software

POSITION SUMMARY:

This role supports academic and administrative functions, aligning with the College's mission and values. Key responsibilities include managing schedules, meetings, and travel for leadership; maintaining accurate records and budgets; and supporting accreditation processes by organizing documentation and coordinating site visits. The position requires strong communication, organizational, and analytical skills, proficiency in Microsoft 365 tools, and the ability to handle confidential information. Additionally, the role involves researching and promoting guided career pathways, identifying training partners and employers, developing related content, and collaborating on funding strategies.

ESSENTIAL FUNCTIONS:

Adhere to the College mission statement and values

Provide support to the academic directors as determined by VPA/ALO

Exhibit excellent time management skills

Prioritize tasks effectively to meet recurrent deadlines and emergent support needs

Exhibit effective organizational skills

Demonstrate professional verbal and written communication skills

Apply analytical, problem-solving, and decision-making skills effectively

Demonstrate high degree of accuracy, attention to detail, and confidentiality

Utilize Microsoft 365, Outlook, and Teams proficiently

Assist with preparation, monitoring, and analysis of divisional budget planning and reporting processes; track and keep divisional staff and VPA/ALO informed divisional budget spending

Provide the Office of Business Operations with documentation needed for account reconciliation, including receipts for divisional college-issued credit card usage

Organize and maintain files for divisional record-keeping; ensure compliance with records retention policy

Coordinate and schedule meetings, appointments, and travel for VPA/ALO

Prepare agendas and provide recordkeeping for meetings assigned

Partner with other administrative assistants to perform various duties necessary for college operations

Review incoming correspondence, compose response letters, assist with emails, and other correspondence as requested

Prepare documents and reports for internal and external meetings as requested

Assist with preparation and submission of required accreditation reporting

Serve as the custodian for all accreditation data, repository of evidence, and accreditation calendars (ex. training and deadline schedules)

Implement and maintain currency of an electronic management system to collect, archive, and internally publish all applicable accreditation documents

Gather and organize information and artifacts/evidence across the College as assigned

Review and collect revision recommendations from internal stakeholders for the Colleges website, catalogs, and published documents to ensure consistency across all platforms

Maintain access to current college-wide documents (ex. GOVNs, STPLs, and CLDRs) central to the support of accreditation compliance in collaboration with the Office of the President

Assist in organizing and maintaining data structures

Maintain the Colleges official list of all approved locations (ex. Main campus, additional instructional sites, and locations)

Work with the Commission, internal staff, and any applicable external constituents, to develop necessary visit schedules, ensuring well-organized experiences during accreditation activities

Research best practices and guided career pathways

Identify training partners in areas of technical training as well as areas of continuing higher education

Identify and connect with employers aligned with each career pathway

Collaborate with Advancement team to identify funding mechanisms to support guided career pathways

Develop marketing, communication, and website content including a web portal summarizing pathway opportunities

Conducting research on emerging career pathways

Other duties and responsibilities appropriate to the position as assigned

ADDITIONAL ELIGIBILITY REQUIREMENTS:

Consistent access to a vehicle and/or reliable means to get to work on time every workday

CLEARANCE REQUIREMENTS:

Must be able to obtain the following clearances and training:

PA Child Abuse History Clearance

Pennsylvania Access To Criminal History Record Check

Federal Criminal History Background Check

Training Certificate - Mandated and Permissive Reporting in Pennsylvania

PHYSICAL REQUIREMENTS:

The physical and mental demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

Ability to communicate in written and spoken English

Ability to read, comprehend, and recall instructions and guidelines

Ability to analyze, synthesize, and evaluate information

WORKING CONDITIONS/WORK SCHEDULE:

Office Location: NPRC Administrative Center- Warren, 300 Second Avenue, Warren, Pennsylvania

Work hours: 8:30 am to 5:00 pm, Monday through Thursday, and 8:30 am to 4:30 pm Friday with recurrent opportunities for scheduled work-hour adjustment and hybrid remote work location as approved by the direct supervisor in alignment with institutional needs.

This position requires work hour flexibility and varied hours and may include some evenings and weekends.

TRAVEL REQUIREMENTS:

This position may require occasional travel to, or throughout, NPRCs multi-county service region to meet with students, colleagues, or others. Seehttp://regionalcollegepa.orgfor information concerning instructional locations

OTHER DUTIES:

Perform other duties as assigned

Full-time