Wilson College is currently accepting applications for the position of Assistant to the Vice President for Academic Affairs. The successful candidate will need to be highly organized, detail-oriented and service-focused in order to carry out the main responsibility of managing and organizing the office, while maintaining a high level of confidentiality. Special projects and events may also be assigned. The Assistant will need to possess strong critical thinking skills, as well as creativity and flexibility to design innovative approaches to problem-solving.

ESSENTIAL FUNCTIONS:

Projects

• Organize faculty and staff events and meetings for the VPAA office and division wide, including sending/tracking invitations and RSVPs, reserving catering as necessary, and completing post-event paperwork.
• Management of award processes for faculty, and student awards, including sending out calls, organizing responses, inviting committee members to serve, providing evaluation criteria to committee members, scheduling review meetings, notifying award recipients, and completing payment forms/requests.
• Prepares Faculty and Adjunct agreements each semester.
• Manages WCOL designer and faculty agreements.
• Manages WCOL bookstore lists.
• Oversees Division budgets.
• Processes division invoices and credit card reconciliation.
• Processes Faculty professional development requests.
• Processes adjunct new hire paperwork.

Communication

• Leverages organizational skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines.
• Proficiently analyzes and resolves problems that require both independent thought and action and resourcefulness in consulting others as appropriate.
• Develops and maintains effective working relations with all levels of staff, campus units, and outside vendors.
• Responds to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of the VPAA, including those highly sensitive in nature.
• Responds regarding organization operations, policies, and procedures using discretion and diplomacy.

General Administration

• Researches, analyzes, and synthesizes information to prepare VPAA briefings, reports, and summaries.
• Briefs VPAA in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
• Handles the details of complex and highly sensitive matters on behalf of the VPAA.
• Prepares responses to urgent divisional requests on behalf of the VPAA, takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
• Effectively uses word processing, spreadsheet, and database management applications for desktop computers, such as Word, Excel, Power Point, Adobe, and Colleague to complete daily work.

Administrative Operations

• Directs the daily administrative operations for the VPAA office.
• Manages day to day calendar, schedule, and communications related to each.
• Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
• Functions as the gatekeeper, understanding the requirements of the VPAA, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
• Handles the details of all variety of matters on behalf of the VPAA.
• Implements business related business processes.
• Serves as Study Abroad contact person.

Administrative Support

• Organizes ad hoc committees appointed by the VPAA on a broad range of issues.
• Other duties as assigned by the VPAA.

COMPETENCY:

• Detailed knowledge of Microsoft Office software programs (Microsoft Office Suite and SharePoint)
• Extensive knowledge of office administration, clerical procedures, and record-keeping systems
• Detail-oriented, flexible, and experience overseeing multiple priorities
• Excellent organization, communication and interpersonal skills.
• Successful experiences working with people of all ages and diversities
• Aptitude for exercising judgement and maintaining confidentiality
• Experience working independently and collaboratively as a team member

POSITION TYPE AND EXPECTED HOURS OF WORK:

• Full-time, 12-month position
• Typical office hours are Monday through Friday, 8:00am to 5:00pm
• Some work during evenings and weekends will be required.

EDUCATION & EXPERIENCE:

• Bachelor's degree preferred
• Three to five years administrative experience in a professional office environment
• Experience working in Higher Education is preferred

An equivalent combination of education and experience will be considered.

Working at Wilson: Wilson College provides all eligible, full-time employees with a wide range of benefits including health, dental, and vision coverage; college-paid basic life and long-term disability insurance; and employee-funded Health Savings Account (HSA) and Flexible Spending Account (FSA) options for health and dependent care. Also available to eligible employees is a Defined Contribution Retirement plan with TIAA. Educational benefits for employees and their families include undergraduate, graduate, and certificate programs. Tuition Exchange scholarship opportunities are also available across a vast consortium of colleges.

Wilson College offers a flexible, supportive culture that believes in work-life balance, with remote work options available, and generous paid leave policies including paid parental leave, paid vacation, sick, personal leave, 13 paid holidays, paid jury duty, and paid bereavement leave including miscarriage and stillbirth.

Wilson College offers free on-campus fitness center membership, flexible and affordable dining hall meal plans, health and wellness services, and an employee assistance program.

Wilson College is a 501(c)(3) not-for-profit qualifying employer, employees of the College may qualify for Public Service Loan Forgiveness.