What are the responsibilities and job description for the Exec Admin Assist to the VP for Acad Affairs position at Livingstone College?
Executive Administrative Assistant to the Vice President for Academic Affairs
Division:
Academic Affairs
Department:
Office of Academic Affairs
Reports to:
Vice President for Academic Affairs
Position Summary
Livingstone College seeks a highly organized, professional, and detail-oriented Executive Administrative Assistant to provide comprehensive administrative support to the Vice President for Academic Affairs. This position serves as the primary administrative liaison for the Office of Academic Affairs and plays a vital role in supporting academic operations, faculty affairs, accreditation activities, institutional initiatives, and special projects.
The successful candidate must demonstrate exceptional organizational skills, sound judgment, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced higher education environment.
Essential Duties & Responsibilities
The results you will deliver each day that matter most!
Key Responsibilities:
- Provide executive-level administrative support to the Vice President for Academic Affairs.
- Manage calendars, appointments, meetings, and travel arrangements.
- Coordinate and prepare agendas, minutes, reports, presentations, and correspondence.
- Serve as the primary point of contact for Academic Affairs inquiries from faculty, staff, students, and external stakeholders.
- Maintain and update departmental databases, records, and electronic filing systems to ensure the accuracy, integrity, and accessibility of institutional information.
- Coordinate faculty meetings, academic events, workshops, and special programs.
- Maintain electronic and physical records for Academic Affairs.
- Coordinate travel authorizations, reimbursements, and related documentation.
- Monitor deadlines and ensure timely submission of reports and institutional documents.
- Collaborate with other campus departments to support institutional initiatives and strategic goals.
- Other duties as assigned.
Education/ Experience
What you will need to be successful!
Desired Qualifications:
- Experience working in a college or university setting.
- Knowledge of record retention and office management procedures.
- Experience using desktop publishing and graphic design software, such as Adobe, Microsoft Publisher, Canva, or similar applications.
Required Qualifications:
- Associate or bachelor’s degree in a related field.
- Minimum of three (3) years of progressively responsible administrative support experience, preferably in higher education.
- Proficiency in Microsoft Office Suite and other relevant software.
- Excellent organizational, time-management, and multitasking abilities.
- Excellent written and verbal communication skills.
- Demonstrated ability to work independently and collaboratively.
- Ability to maintain confidentiality and exercise professional judgment.
- Strong attention to detail and commitment to accuracy.
- Experience maintaining and managing electronic databases and records with a high degree of accuracy.
- Excellent analytical skills, including the ability to gather, interpret, and present data to support decision-making.
Knowledge, Skills, and Abilities:
- Exceptional customer service and interpersonal skills.
- Strong problem-solving and critical-thinking skills.
- Ability to maintain professionalism while interacting with diverse constituencies.
- Commitment to supporting the mission and values of Livingstone College.
Life at Livingstone College
Why we believe you will love working at Livingstone College!!
Livingstone College is a private historically black college that is secured by a strong commitment to quality instruction, academic excellence, and student success. Through a Christian-based environment suitable for holistic learning, Livingstone provides excellent business, liberal arts, STEAM, teacher education, and workforce development programs for students from all ethnic backgrounds designed to promote lifelong learning and to develop student potential for leadership and service to a global community.