Confidential Assistant to the Provost/Vice President, Academic Affairs

Overview

Provide executive and administrative support to the Provost and Director, and coordinate activities of the Office of the Provost/Vice President for Academic Affairs. The Academic Affairs Suite is the campus nexus serving diverse needs of the Academic Affairs Division. The position provides a wide variety of diverse, complex, and sensitive/confidential administrative support, requiring a substantial amount of tact, judgment, and initiative. The incumbent is required to be self-directed and to contribute to a highly effective administrative team. Interacts with all levels of internal and external constituencies including: faculty, staff, students, parents, administrators, and board of trustees.

Responsibilities

• Manage the flow of correspondence. Screen, prioritize and document all incoming mail and where appropriate, research and provide subject matter background to the VP or Director. Distribute action items to department heads and follow up to ensure that action items are completed timely. As directed, draft responses for the Provost or Director.
• Serve as information resource on department, division and institutional policies, procedures and guidelines. Assist students, parents, or staff in resolving routine issues or direct them to the appropriate resource.
• Manage the calendar of the Provost, screen all requests for meetings, coordinate meeting arrangements including those chaired by the Provost. Prepare meeting agenda and gather background information as needed for review by the Provost.  Record, prepare and distribute meeting minutes as directed.
• Coordinate all travel plans and follow-up expense reports/documentation for the Provost.
• Assist in the preparation of materials to the Board of Trustees, collect, verify and format relevant information from all departments, conduct related analysis as directed.
• Assist in coordinating and tracking various Academic Affairs and personnel processes including faculty promotions and tenure, faculty evaluations, sabbaticals, educational leaves and employee discipline issues.
• Assist in the collection and analysis of data in support of the negotiation and grievance processes.
• Prepare reports as directed through the collection and maintenance of data from various sources as it relates to Academic Affairs activities while also assisting with cyclical office duties, including department chair elections, sabbaticals, schedule development, department plans, and syllabi update.
• Consolidate, prepare and analyze biweekly pay memos including faculty overload and adjunct faculty, monitor budgets, and other documents to verify accuracy and acceptability with established procedures. Identify and resolve budget variances.
• Organize and maintain the records and files of the Office of Academic Affairs. Track numerous projects: develop, organize and maintain files, spreadsheets/databases, and project records. Anticipate information needs of the staff, provide background information, process and track leave requests for the Provost’s direct reports, assemble materials for meetings and follow-up with deadline reminders.

Qualifications

Education: 

• Associate’s Degree required or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Experience: 

• Must have at least four years of progressively responsible office/clerical experience, experience in higher education preferred.

Knowledge/Skills/Abilities:

• Attention To Detail – Ensure documents and reports are accurate and timely.
• Tactful – Understand and employ discretion, confidentiality and diplomacy.
• Proactive – Anticipate the needs of the Provost and Director.
• Well Organized – Ensure that all deadlines are anticipated and met.
• Resourceful – Able to resolve issues and to implement ways to improve efficiency and service.
• Self-directed – Demonstrates on-going, action-oriented thinking and problem solving
• Must be computer literate with ability to utilize Microsoft Office at an intermediate level and the ability to learn and utilize specific higher education programs and systems
• Ability to learn and apply office practices, procedures, policies, and regulations that are essential to the position.

Preferred Knowledge & Special Considerations:

• Knowledge of Monmouth County and its communities.
• Occasional evening or weekend hours required.

Special Instructions to Applicants: 

A review of applications will be ongoing until it is filled. Submission of applications materials by Monday, April 14th, 2025, is preferred to ensure full consideration.

Pay Rate

Salary : $60,401