Executive Assistant to the VP of Academic Affairs

The Executive Assistant to the Vice President of Academic Affairs (VPAA) provides support to the Office of the VPAA (95%) and to the Office of the Vice President of Business & Community Education (BCE) (5%). This position requires a broad knowledge of the operations of the College and requires discretion while handling confidential matters of the college.  This position performs a variety of administrative duties requiring independent judgment and action, including coordination, planning, and scheduling appointments and meetings for the VPAA.  This position serves as a leader for the Academic Division secretaries and ensures understanding and consistency among the departments.  This position provides administrative support to the BCE Division as needed for faculty file organization and tracking.

• Demonstrates IWCCâ??s core mission, vision and values
• Collects check requests and requisitions, monitors expenses, and maintains files in an organized system
• Maintains list of Academic Affairs budget codes
• Collaborates with academic deans and divisional secretaries to maintain complete credit faculty files, including official transcripts, performance evaluations, and Quality Faculty Plan (QFP) documents
• Collaborates with BCE vice president and directors to establish and maintain non-credit faculty files, including essential qualifications, annual reviews, and contracts.
• Receives and distributes official transcripts to the appropriate dean or director
• Maintains spreadsheets for full-time and adjunct faculty keeping track of missing documents, hires, resignations, terminations, and promotions
• Follows up with supervisors to obtain required documents
• Provides assistance to the Academy for Teaching Excellence and professional development days
• Maintains the extensive filing system of the office
• Keeps Academic distribution lists current
• Tracks Academic office assignments
• Updates shared Instructional Council & Department Chair calendar
• Maintains the division secretary room assignments list
• Maintains all IWCC organizational charts
• Serves as a contact for students, faculty, community, and vendors
• Schedules meetings for the VPAA and designated persons
• Tracks curricular changes, archives, and maintains accuracy of this data for the academic year
• Prepares curricular reports for the Board of Trustees meetings
• Records, archives, and communicates minutes for Instructional Council meetings
• Organizes, prioritizes, and retrieves appropriate data to complete assignments from the VPAA within established guidelines
• Serves as central room scheduler for Academic spaces
• Tracks student field trip approval forms
• Maintains schedules of important dates for Academic Affairs, including future term scheduling, syllabus deadlines, Fall and Spring terms, and Perkins V and Nine Cent Levy equipment and professional development requests
• Other duties as assigned

• Associate degree or three years of progressively responsible administrative professional experience is required
• Excellent interpersonal and customer service skills
• ·Strong organizational skills including the ability to multi-task, to meet deadlines, to maintain and access paper and electronic files, to produce error-free final products, and to manage time and output
• Proficient use of Microsoft Office products (Outlook, Word, Excel, PowerPoint, Teams)
• Ability to read, write and speak English fluently

• Professional in communications, appearance, relationships, and responsiveness
• Positive attitude
• Ability to maintain strict confidentiality at all times
• Self-starter with the ability to perform with little or no direct supervision
• Regular, prompt & reliable attendance
• Ability to pass a background check, have a valid U.S. driver's license and good driving record

• Ability to lift up to 10lbs
• The employee frequently is required to sit for extended periods of time and use hands to operate computer keyboard, telephone and basic office equipment
• While performing the duties of this job, the employee is regularly required to talk and hear
• Ability to drive company owned or personal vehicle.