Executive Assistant- Academic Affairs Programs & Services

Title: Executive Assistant - Academic Affairs Programs & Services

Employee Classification: Clerical/Support Staff

Institution: Northeast State Community College

Department: Academic Affairs Programs & Services

Campus Location: Northeast State Community College

Salary: $17.14-$20.57 hourly, dependent on education and experience

Please use the Total Compensation Calculator found on the Northeast State Careers Page for a breakdown of the value of the benefits offered to employees of the college.

Job Summary

Reporting to the Assistant Vice President for Academic Affairs, the Executive Assistant for Academic Affairs completes administrative tasks and supports efforts and initiatives handled by the Academic Affairs Programs and Services and Teaching Excellence and Academic Resources offices.

Job Duties

• Support efforts and initiatives handled by the office of Academic Affairs Programs and Services.

• Support efforts and initiatives handled by the Dean of Teaching Excellence and Academic Resources to include Phi Theta Kappa and the Center for Teaching and Learning.

• Process travel documents and purchase requisitions; scan/file records digitally; take, prepare, and post assigned meeting minutes; and complete other administrative tasks as assigned by the Assistant Vice President for Academic Affairs.

• Assist in monitoring the budgets and accounts for expenditures as related to the appropriate budget accounts within Academic Affairs Programs and Services and Teaching Excellence and Academic Resources.

• Prepare, proofread, and distribute complex documents, reports, and correspondence.

• Provide effective customer service to current and potential students, faculty, administrators, and external constituents.

• Assist with creating, proofing, and researching materials for articulation agreements.

• Assist in the collection, organization, verification, and interpretation of information for various reports and projects including accreditation related activities.

• Research and collect information for possible new courses or programs.

• Serve on and assist with committees as appointed by Academic Affairs division and the office of the President; Assist with college functions such as graduation ceremonies, campus tours and other college functions as needed.

• Review, monitor and advise divisions on correct submission of Field Trip Request packets.

• Oversight of process for collecting and maintaining members to serve on Academic Affairs committees.

• Collect and maintain beginning of semester documents for divisions within Academic Affairs.

• Maintain confidentiality in all aspects of offices operations for the Academic Affairs Programs and Services and Teaching Excellence and Academic Resources, offices.

• Coordinate, plan, and prepare logistics for special events hosted by the Academic Affairs Division

• Travel to other campuses, as needed, for specific projects.

• Provide backup assistance for the Senior Executive Assistant for Academic Affairs.

• Complete other assignments as directed by supervisor.

Minimum Qualifications

• Associates degree from an accredited institution

• Two (2) or more years of experience as an administrative assistant or a similar position providing administrative support

Preferred Qualifications

• Experience in a higher education office setting.

• Experience with Banner system.

• Experience with bookkeeping or budget management.

• Conversational ability or fluency in a second language.

Knowledge, Skills, and Abilities

• Technology Skills: MS Office suite; videoconferencing software; digital records management systems; general operating systems and data information systems

• Ability to maintain confidentiality

• Strong organizational skills

• Capable of prioritizing and managing time and workload to meet strategic planning, budgeting, and other assigned deadlines

• Excellent written and oral communication skills

• Event planning to include logistics, services, and vendor contracts

For assistance regarding the job ad, application process, or application status, please contact the Office of Human Resources at 423-354-5183 or HRstaffing@northeaststate.edu.

Special Instructions to Applicants: To be considered for a position at Northeast State, you must create an online application. A resume and unofficial transcripts are required; a cover letter is optional. You will also be required to provide the contact information for a minimum of three (3) professional references. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Please note that attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience.