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 and Services
Salary: $34,091-$37,842 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, Programs and Services, the Executive Assistant completes administrative tasks for the Assistant Vice President and supports efforts and initiatives handled by the Offices of Academic Affairs, Programs and Services and Teaching Excellence and Academic Resources.
Job Duties
Academic Affairs Support Duties
• Maintain the College’s official advisor directory.
• Develop and maintain layout and content of curriculum guides.
• Assist with creating, proofing, and researching materials for articulation agreements.
• Assist in High Impact Practices (HIPs) mapping.
• Assist in researching and collecting information for possible new courses or programs.
• Assist in the collection, organization, verification, and interpretation of information for various reports and projects including accreditation related activities and the Center for Teaching and Learning.
• Serve as backup for Degree Works and Acalog administration.
Administrative Support Duties
• Assist in monitoring the budgets and accounts for expenditures related to the appropriate budget accounts within Academic Affairs, Programs and Services and Teaching Excellence and Academic Resources.
• Review, monitor, and advise divisions on correct submission of Field Trip Request packets
• Collect and maintain beginning of semester documents for divisions within Academic Affairs.
• Process travel documents and purchase requisitions for Academic Affairs, Programs and Services and Teaching Excellence and Academic Resources.
• Take, prepare, and post meeting minutes as needed.
• Assist with committee assignments as it pertains to the Academic Affairs Unit.
• Order supplies.
• Provide backup assistance for the Senior Executive Assistant for Academic Affairs.
• Support efforts and initiatives handled by the Assistant Vice President for Academic Affairs, Programs and Services and by the Dean of Teaching Excellence and Academic Resources.
• Prepare, proofread, and distribute complex documents, reports, and correspondence.
• Assist with coordination, planning, and preparation for college functions hosted by the Academic Affairs Division.
General Employment Duties
• Maintain confidentiality in all aspects of office operations for Academic Affairs, Programs and Services and Teaching Excellence and Academic Resources
• Travel to other campuses, as needed, for specific projects.
• Provide effective customer service to current and potential students, faculty, administrators, and external constituents.
• Complete other assignments as directed by supervision.
Minimum Qualifications
• Associate 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
• Bachelor's degree from an accredited institution.
• Experience in a higher education office setting.
• Experience with Banner system.
• Experience with 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
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.