Executive Assistant to the Vice President for Academic Affairs & Dean of Faculty

Job Details

The Executive Assistant manages the daily operations of the Office of the Vice President for Academic Affairs and Dean of the Faculty, providing high-level administrative, operational, and project support. This position coordinates cross-departmental initiatives, projects, and events involving departments and schools within Academic Affairs, and serves as a key liaison among campus stakeholders. The individual in this role exercises a high degree of independence, discretion, and judgment in prioritizing responsibilities, facilitating communication, and advancing assigned work.

Position Status: Exempt

Salary Range: $57,000 - $63,000. This is the expected salary range for this position. The actual salary offered will depend on a candidate's experience and education, and departmental budget.

Responsibilities

• Manages the operation of the office of the Vice President for Academic Affairs and Dean of the Faculty.
• Identifies opportunities for efficiency and process improvement in the Academic Affairs office and implements solutions.
• Provides administrative support to the Vice President for Academic Affairs and Dean of the Faculty, and the assistant and associate deans.
• Maintains budgets, processes requests and invoices for payments, and tracks activity in budgets.
• Processes and monitors start-up funds for new faculty.
• Works closely with school deans to ensure all deadlines for reviews (i.e., chairs, mid-probationary faculty, programs) occur on schedule.
• Updates and maintains the Faculty Manual, faculty files, promotion and tenure materials, and annual faculty information.
• Generates, updates, and distributes the Faculty Information Packet each academic year.
• Schedules meetings each academic year for the Faculty Personnel Board, Academic Council, Faculty Council, Faculty Meetings, Academic Leadership Team, and other meetings as assigned.
• Develops reports and provides information for various administrative and academic offices.
• Provides administrative assistance to Academic Council, Faculty Council, and the Integrated Curriculum Committee.
• Provides administrative support for Board of Trustees Academic Affairs Committee meetings and other Board of Trustees presentations made by Academic Affairs personnel.
• Collects and disseminates agendas, minutes, and information for faculty committees and faculty meetings as needed.
• Responsible for maintaining electronic calendars, scheduling meetings, fielding phone calls and assisting in the preparation of documents for the Vice President for Academic Affairs and Dean of the Faculty.
• Assists with plans for the annual university retreat in the fall.
• Coordinates with the Office of the Registrar and other campus partners to plan annual commencement activities.
• Coordinates annual Faculty Awards event and Honors Convocation.
• Provides administrative support for accreditation data collection, reports and visits.
• Oversees the organization and maintenance of office files.
• Maintains excellent working relations with faculty, fields questions, and provides assistance to faculty.
• Maintains excellent working relations with staff and students and offers good customer service to callers and visitors to the office.

Other Responsibilities

• Demonstrates a strong commitment to continuous improvement.
• Support the University's mission, vision, and values.
• Performs other duties as assigned.

Requirements

Minimum Qualifications

• Bachelor’s degree.
• 3-5 years administrative support experience.
• Excellent knowledge of Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.
• Willingness to learn course management systems, information management systems, and academic operation systems.
• Excellent organizational skills and attention to detail.
• A positive approach to problem-solving that demonstrates initiative, ingenuity, and resourcefulness.
• Ability to foster a welcoming, customer service–oriented office environment while maintaining high standards of confidentiality and professionalism.

Working Conditions/Physical Requirements The essential functions of this position are primarily performed in an indoor setting with limited exposure to outdoor weather conditions. Work is often sedentary in nature and requires remaining in a stationary position for extended periods. Required abilities include speaking and hearing for in-person and virtual communication, using close and distance vision when reading documents or viewing screens, and performing tasks with repetitive fine motor skills. Work may require occasional lifting, bending, carrying, or otherwise moving objects weighing up to 15 pounds. Qualified applicants who can perform the essential functions of this position with or without reasonable accommodations will be considered.

Benefits

An overview of Elmhurst University benefits is available here.