Senior Executive Assistant to the Vice Chancellor of Academic Affairs

Job Description: The senior executive assistant to the vice chancellor of academic affairs manages the operational details and coordinates the various business-processes for the academic affairs and workforce development office. Serves as a communication liaison between the district academic affairs' and workforce development office and the colleges. Assists with meeting planning and arrangements. Supports the vice chancellors and works closely with the vice chancellor's direct reports. Provides support as needed for academic affairs and workforce development. REPORTING RELATIONSHIP: Vice Chancellor of Academic Affairs Required Qualification: • Associate degree. • Three years of progressive administrative assistant experience with proven increasing levels of responsibility. • Exceptional English language skills, grammar and spelling skills. • Excellent problem solving and decision-making skills, and organizational skills. • Skilled in maintaining effective relations with administration and instructional personnel as well as students and the general public. • Excellent computer and technology skills, including Zoom and Microsoft Office Suite skills (Outlook, Word, Excel, PowerPoint, and Teams). • Must possess attention to detail, a positive attitude, exceptional communication skills, strong interpersonal skills, and ability to ensure confidentiality. • Ability to work on multiple projects, track and prioritize tasks, and meet deadlines is crucial. • Must demonstrate flexibility, budget experience, and the ability to work effectively in a team environment. Preferred Qualifications: Bachelor's degree preferred. Typical Duties and Responsibilities: Administrative Support • Coordinate and maintain the Vice Chancellor's calendar, including scheduling appointments, meetings and travel. • Screen and prioritize emails, phone calls and mail, ensuring timely responses and appropriate delegation. • Organize and maintain electronic and paper files, records and databases. • Process Personnel Action Forms (PAs). • Make travel arrangements for the Vice Chancellor and any employee using the VCAA-Curriculum & Program Support and/or the VCAA-Faculty Development funds. • Manage and order office supplies and equipment requests. Project Management and Support • Assist in the planning and execution of projects, tracking milestones, maintaining documentation, and ensuring deliverables are met. • Conduct research and gather data related to academic initiatives, preparing summaries and reports. Communication and Liaison • Serve as primary point of contact between Academic Affairs office and faculty, staff, community partners and external organizations. • Prepare, proofread and format correspondence and other documents such as the Administrative Procedures Manual - Section C and Board Policy Series 600. • Collaborate with deans, directors and administrative staff to ensure consistent messaging and alignment with institutional objectives. Meeting and Event Coordination • Plan and coordinate meetings, including preparing agendas, compiling and distributing meeting materials, and recording meeting minutes. • Upload meeting minutes to the appropriate District Work Group on EICConnect. • Communicate meeting details and follow-up action items with relevant stakeholders. • Arrange venues, catering and technology needs for special events, workshops or conferences hosted by the Academic Affairs office. Grant Coordination and Support • Assist with researching and coordinating grant opportunities relevant to academic affairs. • Gather data and document required for grant proposals, reports and compliance measures, ensuring deadlines are met. • Maintain records and monitor on-going grant activities, tasks, and communications, including financial transactions and progress or final reports in accordance with institutional policies and funding agency guidelines. Academic Affairs Support • Assist in the preparation and dissemination of accreditation and compliance documents, program reviews and institutional reports. • Coordinate the flow of documentation and approvals related to curriculum, scheduling and faculty-related processes. • Maintain confidentiality of sensitive academic and personnel matters, adhering to relevant policies and regulations. Budget and Financial Monitoring • Prepare and process expense reports, invoices, requisitions and maintain purchase orders for the VCAA-Curriculum & Program Support budget and the VCAA-Faculty Development budget. • Oversee budget tracking for the Academic Affairs office. • Assist in the preparation of budget forecasts. • Provide periodic updates on budgeting needs, grant allocation and other financial commitments. Professional Development and Compliance • Stay informed about college policies, procedures and updates to provide accurate guidance to faculty, staff and students. • Maintain knowledge of relevant software, data management systems and emerging technology to improve administrative functions. • Ensure compliance with college and regulatory standards. Campus and Site Travel • Travel to EICC locations, including Belmont, Clinton, and Muscatine campuses, as well as additional partner sites. • Attend meetings, faculty and program oversight activities, student engagement events, and advisory board discussions. • Participate in collaborative initiatives across multiple EICC locations. • Represent the college at events, conferences, workshops, and regional meetings as needed. • Maintain reliable transportation for required travel. Other Duties as Assigned • Take on additional responsibilities or special assignments that align with the strategic goals of the Vice Chancellor of Academic Affairs and the college. Apply Job!