Executive Assistant to the Vice President for Academic Affairs - College Lane Salem, Virginia, United States

Job Description · About Roanoke College · Roanoke College is a place where every student who works hard has the opportunity to succeed. We champion potential, providing essential learning and leadership through innovative academic programs and transformative educational experienc ...

Job description

Job Description

About Roanoke College

Roanoke College is a place where every student who works hard has the opportunity to succeed. We champion potential, providing essential learning and leadership through innovative academic programs and transformative educational experiences, giving students the mettle, mindset, and empathy to pursue lives of purpose, build meaningful careers, and meet society's most pressing needs. Located in scenic Salem, Virginia, Roanoke College is an intimate, welcoming community that has served the local region and beyond for nearly 200 years. Now, we're building on momentum and offering a Roanoke experience for today's students and a legacy that belongs to every Maroon. Learn about the College's new strategic plan, Imagine Roanoke: A Strategic Plan for Roanoke College and the 21st Century Learner.

Roanoke College is a nationally ranked residential liberal arts college affiliated with the Lutheran Church (ELCA), located in the beautiful Roanoke Valley of Virginia. A Phi Beta Kappa institution, Roanoke College is an equal opportunity employer and actively seeks diversity among its faculty, staff, and students; women and members of under-represented groups are especially encouraged to apply.

The Position

Serves as executive assistant to the Vice President of Academic Affairs (VPAA) and supports the faculty by coordinating administrative office and divisional procedures to reflect efficient and professional outcomes.

Key Responsibilities:

• Furnishes support to the VPAA as needed to assist the efficient operation of the office.
• Receives visitors, answers phone calls, and maintains the calendar for the VPAA, arranging meetings with the VPAA's direct reports and others, scheduling appointments and travel arrangements, etc.
• Prepares and processes routine correspondence, memos, and various reports under the direction of the VPAA. Files office documents as necessary.
• Serves as a first point of contact in Academic Affairs for on-and off-campus calls and visits from faculty, staff, students, parents, and the community.
• Assists in maintaining budget records in conjunction with the Coordinator of Academic Affairs Operations, including processing payments and reimbursements for various Academic Affairs accounts.
• Processes and maintains records of all new full-time faculty recruiting efforts, including advertising, contract letters, moving stipends, and personnel files.
• Prepares and maintains records of full-time faculty stipends.
• Generates, maintains, and distributes (as appropriate) full-time faculty records, including faculty roster, sabbaticals, evaluations, requests to recruit, phased retirement, annual contract letters for visiting faculty and lecturers, and special faculty appointments.
• Collaborates with the Associate Vice President for Academic Operations to annually coordinate, edit, and publish the Faculty Handbook and the School Dean and Assistant Dean procedure handbook.
• Prepares for the start of school by sharing/publishing listings as needed, including full-time faculty listings and School lists; maintains email distribution lists for Academic Affairs; updates Academic Affairs website as needed; and creates and maintains new full-time faculty contract folders.
• Coordinates meeting dates, reserves rooms, and prepares catering requests (when appropriate) for the Academic Affairs Council and Deans' meetings; attends the Council meetings to take minutes.
• Coordinates and organizes Academic Affairs social events: determines dates, reserves rooms, prepares catering requests, and prepares and processes all invitations for the Opening of School Gathering, End-of-the-Year Faculty Reception, and Academic Affairs Breakfast at Commencement; assists with coordinating additional events as needed.
• Collaborates with the VPAA and the Chair of the Faculty Personnel Committee: maintains pre-tenure, tenure, and promotion review schedules, assists with the initial creation of review committees, assists with correspondence to review candidates regarding upcoming reviews, uploads and publishes candidates' dossiers with review committees and members of the Faculty Personnel Committee, and maintains faculty records of all correspondence regarding their review outcomes.
• Collaborates with the VPAA and the Chair of the Faculty Affairs Committee: maintains Faculty Committee rosters and provides upcoming committee vacancies; maintains faculty voting lists and attendance sheets; schedules meeting dates; reserves rooms; and requests set-up in preparation for faculty meetings.
• Collaborates and assists the President's Office in preparing and uploading College Life Committee meeting documents on behalf of the VPAA, including meeting minutes, agendas, and resolutions; drafts document templates and creates attendance sheets for all Board of Trustees meetings.
• Coordinates, implements, and communicates with the Academic Assistants and Honor Society Advisors in all facets of the Academic Awards program for students and faculty; provides template for program assistants to create certificates for all award recipients; individually emails student award recipients with a personal message from the VPAA and shares a PDF of the Academic Awards program.  
• Annually updates and maintains the full-time faculty salary spreadsheet, documenting title changes, promotion raises, sabbaticals, phased retirements, special appointments, stipends, and TCUs; generates, collects, and files full-time salary letters; shares all updates for title and salary changes with Human Resources.
• Assists with the maintenance and record keeping of numerous faculty documents, including faculty meeting minutes, Retirement Resolutions, Copenhaver Scholar-in-Residence program, and the VPAA's Exemplary Teaching, Service, and Professional Life awards. Develops and maintains efficient digital record keeping/filing systems.
• Inventories and maintains office supplies and forms in conjunction with the Coordinator of Academic Affairs Operations.
• As necessary, supervise student assistants and/or clerical help.
• Performs other duties as assigned.

Education, Experience, Skills, and Abilities:

• Bachelor's degree in related field
• Experience in a responsible administrative or executive assistant position, preferably in a higher education setting
• Ability to develop effective working relationships with a wide range of personalities at all levels of the College
• Outstanding verbal and written communication skills
• Excellent organizational and project management skills
• Ability to take initiative and work both alone and collaboratively
• Extensive knowledge of the Microsoft Office suite is required.