Administrative Assistant to the Senior Vice President for Academic

* Home * Work At Anna Maria College * Faculty & Staff Jobs * Administrative Assistant to the Senior Vice President for Academic Affairs Administrative Assistant to the Senior Vice President for Academic Affairs Division: Academic Affairs Position reports to: The Senior Vice President for Academic Affairs Description: The Administrative Assistant to the Senior Vice President for Academic Affairs is responsible for providing clerical and office support to the Senior Vice President for Academic Affairs, ensuring a smooth running of operations within the Academic Affairs division.

This position is open until filled.

Core Responsibilities * Provides administrative/clerical support to the Senior Vice President for Academic Affairs (SVPAA) * Maintains an extensive in-office and electronic filing system, including confidential files relevant to all academic departments and constituent academic warehouse files * Responsible for the storage of appropriate files, overseeing the orderly transfer and disposal of outdated files in conjunction with other College departments * Receives Academic Affairs' guests in a courteous manner * Manages extensive coordination of the SVPAA's schedules ensuring appropriate balance between meetings and other SVPAA's commitments, schedules the SVPAA's meetings with other employees, guests, and various internal and external committees * Answers telephone requests courteously and promptly * Coordinates travel arrangements for the SVPAA * Assists the SVPAA with materials and information regarding assessments, re-accreditations, and other reports * Prepares the Dean's List letters and certificates to students twice a year * Provides administrative assistance including monitoring deadlines, providing materials needed for SVPAA's meetings, and assuring timely follow-up on matters in the Office * Prepares PO's for the SVPAA * Reconciles and distributes budget reports to deans and chairs * Drafts various letters and memoranda as instructed * Generates reports for the Office of Academic Affairs and other units as needed * Maintains faculty information with regard to tenure, promotion, leaves of absence, sabbaticals, and salaries * Provides support to the ARPT committee, which handles tenure and promotion cases, and maintains confidential records and files of candidate's information and letters of recommendation * Prepares yearly contracts for faculty members and other contracts for Academic Affairs employees, under the SVPAA's signature and in collaboration with the Dean of Academic Affairs; Distributes contracts, receives signed copies, and shares appropriate copies to the Human Resources and Payroll Offices * Arranges Academic Affairs Office meetings and assists with events, including Planning Day, Academic Symposium, LaVigne Lecture Series, galas, and awards ceremonies, etc.

* Provides administrative and logistical support for special projects, SVPAA's initiatives, and committees originating in the SVPAA's office * Provides support for the Eligibility Committee and prepares correspondence to students facing probation or dismissal * Provides support for the preparation and review of the Academic Catalog and other Academic Affairs' publications in collaboration with the Assistant Dean for Academic Affairs * Provides support and guidance to faculty, staff, and student visitors regarding Academic Affairs operations * Other duties as assigned Competencies and Skills Required: * Understanding of and commitment to the mission of Anna Maria College * High ethical standards and good judgment * Excellent writing skills * Ability to manage multiple tasks simultaneously * Friendly disposition and collaborative style * Detail-and process-oriented with exceptional organizational skills * Ability to maintain confidentiality and an understanding of FERPA * Strong commitment to the vision and goals of the Academic Affairs division A minimum of two years' experience in a related administrative role is required.

Prior experience working in an Academic setting will be prioritized.

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