Executive Assistant To The Vice President For Academic Affairs

Reporting Relationship: Vice President for Academic AffairsSummary Description: The Executive Assistant provides executive-level, administrative support to the Vice President for Academic Affairs (VPAA) and performs administrative functions that require a thorough knowledge of university policies, procedures, operations, and an understanding of the University’s role within the community.    This position serves as the primary contact for all matters related to the Vice President’s schedule and activities and disseminates information to faculty, students, staff and various agencies served by the University. Duties include managing faculty loads and contracts, organizing, retrieving and reporting on data, collaboration with others in collegiate administration, and preparing meeting agendas and materials, communication with internal and external constituents, and overall operational support.    Primary Job Duties:

• Managerial Functions
• Manages projects related to VPAA academic vision and responsibilities, including:
  • Conceptualizing, creating, and reviewing forms, reports, and processes to facilitate VPAA oversight.
  • Managing faculty-related forms and folders to ensure appropriate faculty and chair/dean access.
  • Analyzing data and presenting reports related to faculty workload, chair/dean workload, course enrollments, and other items as required.
  • Assisting with the scheduling process, including the collection and input of data, creation of reports, coordination with the Registrar, and consideration of changes upon budget.
  • Managing the Dean’s List report process, including managing the timeline, reviewing reports, maintaining process documentation, coordinating with IT for report updates and letter distribution, distributing lists, and maintaining files.
  • Managing Faculty Professional Development Fund processes and usage.
  • Managing the annual faculty performance review (PAX) process, including collecting, tracking, and compiling faculty performance review items for VPAA review; maintaining ongoing chair/dean access; and distributing annual reminders to faculty of end-of-year requirements.
  • Managing logistics and coordinating communication for meetings and events including the annual Academic Council and Faculty Retreats.
• Manages faculty loads, contracts, and institutional faculty rosters, including:
  • Managing teaching faculty contracts and overall load assignments, along with division chairs/deans, including coordination with Academic Services Office Manager to advise PGS course load assignments, verification of required non-teaching employee course release, and issuance/collection of fulltime and short term instructional contracts.
  • Managing reports to review and monitor course and load assignments, as well as overall number of credits tied to adjunct/overload budgets, including consideration for course enrollment and sharing of reports with VPAA and chairs/deans.
  • Managing faculty and Academic Affairs-related information in Colleague.
• Manages Academic Affairs Work Study student positions
• Manages and maintains corporate document filing, including:
  • Overseeing the digital filing system and ensuring compliance with the established naming convention.
  • Creating/maintaining electronic and paper files and retrieving files and documents as needed.
  • Save and post approved minutes and committee reports in electronic institutional archives.
• Support Functions
• Provides general administrative support to the VPAA , including:
  • Developing and coordinating a calendar of appointments, meetings, and functions with internal and external individuals and groups.
  • Serving as primary contact for Office of Academic Affairs communications, including incoming and outgoing mail, calls, and visits; approvals and communications regarding the faculty hiring process; communications to all faculty; and chair/dean communications, including agendas, reports, and materials related to Academic Council.
• Support faculty for syllabi collection, student course evaluation processing, and faculty minutes/report filing; collaboration for details related to faculty onboarding and academic events/functions; and providing out of office coverage as needed.
• Provides clerical support for day-to-day and cyclical operations, including:
  • Preparing correspondence for signature and distribution, checking documents for completeness and accuracy.
  • Processing invoices, expense reimbursements, and timesheets in a timely manner.
  • Taking minutes at Academic Council meetings and entering data for meetings.
  • Tracking courses with low enrollment and facilitating appropriate decision-making regarding cancellations and adjustments to load and/or compensation.
  • Regulating changes to load schedules by monitoring change requests and verifying approvals.
  • Coordinating Commencement details such as Speaker and Kendall Award nominations.
  • Maintaining the Emeriti Faculty list and issuing emeriti commencement and convocation invites.
  • Creating and posting an annual Committee Roster to identify and maintain an institutional record of committee assignments.
  • Maintaining and ordering office supplies as needed.
  • Safeguarding the confidentiality of University administration by exercising discretion in communicating information to various constituents and in handling administrative records, files, and similar confidential items.
  • Remaining competent and current through self-directed professional development, including reading, developing professional relationships with colleagues, attending professional development seminars as as required by the VPAA..
  • Creates and maintains faculty files, including:
  • Coordinating with HR to ensure timely completion of new hire process for faculty hires.
  • Coordinating with division chairs/deans to list and process course assignments.
  • Monitoring faculty transcript and CV submissions to ensure compliance with institutional and accreditation standards.
  • Maintaining records of faculty promotion and sabbatical to facilitate the notification and approval process.
  • Conducting periodic reviews of open adjunct faculty positions to identify positions for closure.
  • Conducting and facilitating an annual review of adjunct faculty qualifications for eligible shifts in level.

General Requirements:

• Is present in the office on a daily basis unless arrangements are made with the employee’s direct supervisor.
• Contribute to the support and implementation of the University Strategic Plan.
• Participate in Warner Pacific University professional development opportunities.
• Adhere to University policies and procedures.
• Demonstrate a commitment to a Christian liberal arts education by upholding the mission of the University and abiding by the Employment Standards and Lifestyle Agreement. Warner Pacific is affiliated with the Church of God (Anderson, Indiana).
• Exhibit commitment to inclusiveness and sensitivity in areas of national origin, ethnicity, culture, gender, and disabilities.
• Perform other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree with 3 years of administrative support experience or 5 years of administrative support experience
• Excellent knowledge of and experience with software programs comparable to Microsoft Office Suite and Adobe, including word processing, databases, Excel, Outlook, and PowerPoint. 
• Professional verbal and presentation communication skills, including accuracy in spelling, grammar and punctuation, proofreading, design, and presentation.
• Outstanding organization and analytical abilities.
• Knowledge of and ability to work and communicate effectively and independently in a highly collegial setting.
• Strong oral, interpersonal, and written communication skills.
• Strong skills in research, analyzing and writing reports, reviewing and editing complex documents, and drafting nuanced correspondence.
• Commitment to, experience with, and ability to work effectively with people from diverse backgrounds in support of a welcoming and inclusive environment.
• Ability to meet deadlines, prioritize multiple tasks, manage projects, and work independently without supervision.

Preferred Qualifications:

• Experience working in higher education and an understanding of and sensitivity to academic culture.
• Oral and written proficiency in Spanish.
• Experience working with the software program Colleague.
• Experience directing, supervising, and/or training others.

Physical Demands – Work Environment:
The position is located in a typical office environment.  Professional/business casual attire is required.Warner Pacific University’s Mission:  Warner Pacific is a vibrant Christ-centered, urban, liberal arts College dedicated to providing students from diverse backgrounds with an education that prepares them to engage actively in a constantly changing world. Our mission underscores education WITH PURPOSE, which means demonstrating faith in action through vocation and service. In this way, WPU guides students towards meaningful academic and career goals.Warner Pacific University’s Commitment to Diversity: Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve. Persons of color are strongly encouraged to apply.The University is open access to students of all backgrounds and faiths. Faculty and staff members are expected to sign an agreement that agrees with the university’s alignment with Church of God (Anderson, Indiana)Employee Agreement:Mission-based hiring is of critical importance to Warner Pacific University. Employees are expected to demonstrate and articulate a vital Christian faith and to live in a manner consistent with a Christ-centered lifestyle as informed by the Scriptures of the New Testament.Warner Pacific’s students, faculty and staff are expected to foster an environment of mutual respect and accountability, to care for the personal dignity of others and to exercise integrity in their conduct and communication. The University environment is expected to be free from discrimination and harassment (including bullying). When an individual’s behavior has direct implications for others and/or the well-being of the University community, there may be cause for institutional involvement, regardless of where the situation occurs.Warner Pacific University desires to provide a safe and healthy environment for staff, faculty, students, visitors and guests. Therefore, smoking is not permitted on University property, in its vehicles, or at any University sponsored event. The use of illegal drugs or non-prescribed controlled substances is strictly prohibited. Use of alcoholic beverages or tobacco products is strictly prohibited on Warner Pacific University campuses.Equal Employment Opportunity:
Warner Pacific provides equal opportunity for employment and advancement for all employees and applicants regardless of race, color, sex, gender, national origin, citizenship status, disability, age, genetic information, status with regard to public assistance, veteran status and any other status protected by laws and regulations to which Warner Pacific is subject.  All employment decisions, including hiring, promotions, compensation, benefits, transfers, and terminations are made in a manner that does not discriminate against individuals in the categories discussed above.  Because Warner Pacific is a Christian liberal arts University, the University exercises its legal right to hire Christian employees to fulfill its mission and purpose.In order to be considered an applicant for this position, please complete our online employment application at https://warnerpacific.catsone.com/careers/1611-GeneralClick “Apply Now” to complete the online application, and submit the following:Application, Cover Letter and ResumeNOTE: All job offers are contingent upon successfully passing a background check and completing all required paperwork.