Administrative Assistant to the Vice President for Academic Affairs

Under the direction of the Vice President for Academic Affairs (VPAA), the Administrative Assistant to the VPAA is responsible for complex, confidential, and administrative support for the VPAA and provides information and assistance to faculty, staff, students, state and local agencies, regulatory and accrediting agencies.

The Administrative Assistant to the VPAA must possess a thorough knowledge of college operations and procedures.

Administrative Responsibilities

1. Coordinate the preparation of confidential correspondence, reports, special projects and other materials
2. Maintain and update official documentation and communication for students, faculty, and staff
3. Maintain and update official documentation from the North Carolina Community College System and external regulatory agencies
4. Analyze faculty workload documentation for compliance
5. Examine part-time employment packets for completeness
6. Prepare instructional contracts for part-time faculty and staff
7. Analyze instructional contracts and timesheets for part-time faculty and staff
8. Research, compile, and summarize data and information for day to day operation and special projects/reports
9. Support relevancy of faculty rosters, faculty credentials, planning units, and other accreditation documents
10. Provides Informer Reports to support curriculum management (Requisite MisMatch Report (Student Development Support), Instructional hour, Census date, Official enrollment, Budget, Attendance)
11. Evaluate budget spreadsheets for academic programs
12. Serve as back-up to Program Accountability Specialist (Credit) for curriculum management (program of study and schedule build) and Program Accountability Specialist (non-credit)
13. Participating in community college sponsored or endorsed professional/personal development activities
14. Pursue professional development courses, seminars, workshops, and activities to enrich and/or enhance the quality of support provided to Academic Affairs
15. Represent Academic Affairs to campus and community constituents when necessary
16. Provide appropriate support to other areas of the campus as necessary

General Clerical

1. Coordinate and direct incoming telephone calls; receive and greet visitors, and direct inquiries and requests for the VPAA
2. Prepare and coordinate written requests by students (course repeat and student complaints) for VPAA review
3. Monitor and reconcile leave reports and time sheets
4. Record, prepare, and disseminate meeting minutes
5. Schedule appointments and maintain accurate appointment calendar 
6. Receive, sort, and distribute all incoming and outgoing correspondence
7. Review correspondence from other departments for the VPAA’s signature
8. Respond to letters and correspondence of a routine nature
9. Maintains the academic and administrative calendars
10. Organize performance evaluations of faculty and staff
11. Coordinate travel requests for faculty and staff 
12. Complete supply and equipment order through the e-procurement system for academic affairs
13. Assisting in the planning and coordination of special events and meetings
14. Responsible for serving on campus committees when appropriate or requested

Perform other related duties assigned.

REQUIRED: 

Associate degree in business/office administration or related area from an accredited institution; Three years administrative office experience.

PREFERRED: 

Community College experience; Colleague experience

1. Knowledge and experience using Microsoft Office applications, particularly Excel
2. Organizational skills
3. Ability to be creative, work independently, deal effectively with people, and meet deadlines under pressure
4. Possess excellent interpersonal skills, oral and written communication skills, utilizing correct grammar and composition
5. Ability to exercise discretion and judgment
6. Display initiative and objectivity
7. Work with a high degree of integrity and professionalism