Executive Assistant: Vice President for Academic Affairs
Description

Summary

This position provides administrative support to the VPAA, the chief academic officer of the institution, who is responsible for maintaining and improving the academic programs of the University.  The executive assistant plays a critical role in the smooth and effective functioning of the Office of Academic Affairs and will work closely with the VPAA and support faculty, other administrators and students.  


Responsibilities

  • Maintain efficient daily operations of the office: scheduling meetings and appointments, handling correspondence and telephone communication, making calendar and travel arrangements, processing mail, etc.  Accuracy and thoroughness are imperative
  • Manage the Academic Affairs budget: Invoices and purchase orders from faculty, Professional Improvement Allowance funds, tracking cost-center budgets and expenditures related to academic affairs 
  • Maintain accurate records including those in personnel files, official minutes from various committees and the Faculty Assembly, syllabi from all courses, etc.
  • Assist with the preparation of contracts for full-time and part-time faculty
  • Provide administrative support for some faculty committees.  This will include scheduling meetings, reserving rooms, and preparing and distributing materials.  Prepare ballots for faculty “standing” committees filled by faculty elections 
  • Handle correspondence relative to academic performance of students: Prepare all letters to students dismissed, placed on probation, etc.; Prepare all letters to students on Dean’s List 
  • Provide administrative support to faculty search processes: Prepare advertisements for faculty searches; develop on-campus interview schedules for candidates as well as travel arrangements and housing accommodations; communicate with applicants in a timely fashion
  • Coordinate Convocation events, including ordering and distributing rented academic regalia to faculty
  • Chair the Commencement Committee
  • Order faculty regalia and distribute yearly
  • Assist Center of Teaching and Learning Staff with Employee Development Week
  • Other duties as assigned by the VPAA


Requirements

Qualifications:  The candidate should have the ability to: 

  • Work with good humor and maintain a positive outlook
  • Maintain confidentiality of personnel records correspondence, and other aspects of the office
  • Be proficient with office software and have the ability to learn new software: word processing, spreadsheets, administrative software
  • Write and speak grammatically; detect and correct grammatical errors and suggest other editorial changes 
  • Work under pressure 
  • Develop a good working relationship with the faculty and staff; 
  • Have the ability to become knowledgeable about the University’s academic programs
  • Be flexible in work schedule to meet occasional demands of peak work loads 
  • Assume responsibility and take initiative 


Other Expectations: 

  • Maintain a professional appearance
  • Be supportive of the Christian mission of Greenville University as described in the Administrative Staff Handbook. 

Greenville University:

The university is located 50 miles east of St. Louis in an attractive residential community of approximately 7,000 people. Greenville University was founded in 1892 and is affiliated with the Free Methodist Church, yet draws students from 40+ denominations. For additional information, please visit our website: www.greenville.edu


Compliance with University Standards. All Greenville University employees acknowledge the unique Wesleyan, evangelical, and Protestant mission of the University, a community in which Christian faith is of central importance. Employees agree to promote the University's Mission (as set out in the Mission Statement); its Philosophy of Education and GC Student Learning Outcomes, support its Theological Assumptions and comply with the behavioral aspects of the Lifestyle Statement (collectively, the University Standards).


It is the policy of Greenville University not to discriminate on the basis of age, color, ethnic or national origin, disability, race, gender or prior military service in its educational programs, admissions or employment policies. Greenville University is committed to an environment of cultural and ethnic diversity; women and minorities are encouraged to apply.

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