Executive Assistant, Vice President of Academic Affairs

Job Summary

The Executive Assistant has responsibilities that include, but are not limited to, performing complex administrative work for the Academic Affairs Department. This is a full-time position that reports to LSCPA’s Academic Affairs Department.

Duties/Responsibilities

• Provides administrative support for the Vice President of Academic Affairs
• Greets and provides information to visitors
• Prepare Faculty Contracts
• Prepares requisitions, invoices and receiving reports
• Maintain complaint log in compliance with SACSCOC and LSCPA policies
• Reconciles office budget with system records on a monthly basis
• Maintains the Academic Calendar for the college.
• Maintains a calendar for the Madison Monroe Conference room
• Plan and Coordinate Convocation at start of each semester.
• Coordinate distribution and collection of End of Course Evaluations
• Distribute applications and coordinate Faculty and Staff incentive Awards
• Triage incoming telephone and email communications and appointment requests.
• Take minutes and store/retain documents needed for meetings and events, as requested
• Open, sort, and route mail
• Make travel agreements and complete appropriate forms, encumbrance, and vouchers
• Assist at selected on-campus and off-campus events and functions, as requested
• Monitor and report facility, IT, and security needs to designated personnel
• Maintain inventory of office supplies and replenish, as needed
• Compile information, organize data, and generate reports and summaries using Word, Excel, Banner, Adobe Sign, and other software commonly used on campus.
• Exercise independent judgement concerning matters requiring the Vice President’s attention to assure timely action.
• Provide information and services for other departments as needed
• Verify Vacation/Sick Leave Reports (F3.6) for employees reporting to the Vice President
• Comply with campus policies and procedures
• Other related duties, as assigned

Minimum Qualifications

• Associates degree from a regionally accredited college or university (experience may be substituted for education requirement)
• Two (2) years of experience in jobs leading to this or similar jobs
• Valid driver’s license

Preferred Qualifications

• Experience in Higher Education
• Microsoft certifications in word and/or excel

Physical Requirements

This position requires employees to remain in a stationary position most of the time; move to various locations on and off campus; move about inside an office to access documents, office equipment, etc.; and operate a computer or other office equipment, such as a printer or copy machine.

Work Hours

Monday – Friday; 40 hours per week.

Travel

Occasional travel for seminars and training.