The Administrative Assistant, Division of Learning, will provide comprehensive administrative support to the office of the Vice President of Learning and Center of Teaching and Learning Excellence. The Administrative Assistant will be cross-trained to work as part of an administrative support team for the Executive Assistant to the President.
The Administrative Assistant, Division of Learning receives supervision from the Vice President of Learning.
Administrative & Executive SupportExecutive Assistance: Provide complex and confidential administrative support to the Vice President of Learning (VPL) and the Center for Teaching and Learning Excellence (CTLE) leadership.
Calendar & Communication: Manage the leadership team's calendars and coordinate the events/conferences using 25Live.
Correspondence: Compose, edit, and distribute various documents, including reports, memos, and mailing lists, from rough drafts or verbal instructions.
Curriculum Coordination: Coordinate workflow processes for curriculum changes to ensure approval requirements and timelines are met, appropriate stakeholders are notified, and changes are appropriately documented and filed.
Policy & Procedures Coordination: Coordinate workflow processes for DOL policies and procedures to ensure approval requirements and timelines are met, appropriate stakeholders are notified, and changes are appropriately documented and filed.
Reception & Liaison: Serve as the primary receptionist for the Division of Learning (DOL), responding to inquiries from students, faculty, and staff, and representing supervisors as requested.
Presidential Suite Liaison: Brief the Executive Assistant regarding documents requiring the President’s signature to ensure a smooth workflow.
Travel & Reimbursement: Coordinate all travel arrangements and process subsequent reimbursement requests for the VPL and CTLE leadership.
Financial Oversight:Reconcile monthly credit card statements for the VPL and assist in maintaining budget records for DOL.
Procurement:Manage, inventory, and order office supplies for the DOL; assist with purchasing orders, check requests, and P-card purchases/reconciliations for the VPL and CTLE leadership as needed.
Academic Affairs Coordination:Manage the Academic Affairs meeting schedule and submission process; attend meetings to record and distribute minutes college-wide.
Staff & Board Support:Record and distribute minutes for various staff and committee meetings.
Board of Trustees Assistance:Assist the Executive Assistant with Board-related activities, including meeting agendas, exhibits, retreats, and annual receptions.
Information Management:Maintain, organize, and dispose of departmental files and records in strict accordance with State Retention Guidelines.
Regulatory Review:Verify forms and reports for completeness and compliance with institutional and accrediting agency regulations.
Event Planning:Coordinate large-scale Division events and functions hosted by the VPL.
Commencement Logistics:Collaborate with the Registrar’s Office to manage graduation details, including guest invitations
Faculty Excellence Awards Logistics:order plaques, place check requests, and submit tickets to marketing for photo/media release.
Faculty Title Changes:communicate title changes to Human Resources and collaborate on communication release.
Institutional Participation:Serve on college committees and participate in collaborative team activities to support daily operations.
Presidential Suite Backup:Undergo cross-training to provide seamless coverage for the Executive Assistant to the President, managing sensitive communications and financial tasks as needed.
Project Assistance:Execute special projects and other related duties as assigned by the Vice President of Learning.
Professional Standards: Maintain the highest level of confidentiality, professionalism, and ethical standards in all interactions.
Associate's degree in business, marketing, accounting, or related field from a regionally accredited college or university.
Minimum of three years of experience in a professional office environment.
Bachelor's degree in business, marketing, accounting, or related field.
Experience in higher education or a non-profit environment.
Strong proficiency in Google Workspace.
Exceptional organizational and multitasking abilities.
Strong communication skills, both oral and written.
Proficient in database management and financial reconciliation.
Ability to work independently and collaboratively in a fast-paced environment.
Discretion and ability to handle confidential information with integrity.