Executive Assistant - Academic Affairs

Position Summary

The Executive Assistant to the Vice President of Academic Affairs provides comprehensive support to the Office of the Vice President and the Associate Vice President. This role involves coordinating Academic Leadership Team (ALT) meetings, managing administrative tasks, and increasing awareness of initiatives within the Academic Affairs unit. The Executive Assistant serves as the initial contact for Academic Affairs, provides oversight of advisory committee activities, and provides training and mentorship to support specialists in Academic Affairs. The position also involves coordinating events, supporting faculty affairs, and managing data and reports to monitor the effectiveness of academic programs and initiatives.

Primary Duties and Responsibilities

Administration

• Provide direct support for the Vice President of Academic Affairs (VPAA).
• Coordinate Academic Leadership Team (ALT) meetings. Develop meeting agendas, draft minutes and conduct follow up activities.
• Reserve meeting rooms, catering, and /or equipment as needed for in-person meetings and events.
• Serve as the initial contact for Academic Affairs, ensuring all visitors are greeted and directed appropriately.
• In collaboration with the Chief of Staff, increase awareness of initiatives and events across the Academic Affairs unit. Provide regular updates through varied media to the College and community to engage stakeholders, promote events, and recognize the accomplishments of the unit.
• Develop forms, reference guides, and for the Academic Affairs. In collaboration with Marketing, develop promotional materials for the unit.

Academic Affairs

• Ensure currency of the advisory committee member directory. Assist in the recruitment of new advisory committee members. Coordinate orientation for new advisory committee members.
• Provide training and mentorship to Support Specialists across the Academic Affairs unit. Lead and facilitate monthly meetings for the group to inform best practice.
• Coordinate and support events sponsored by the Academic Affairs unit.
• Serve as a representative of Academic Affairs on college teams and committees such as the commencement planning committee.
• Coordinate and organize events for the Academic Affairs unit. Provides support for Academic Leadership and Academic Services team meetings and projects sponsored by these teams.
• Set up meetings, coordinate teamwork and technology connections, catering, travel arrangements, payment authorizations for purchases and travel expenses.
• Provide input and support to the development and revision of policies and procedures. Maintain a tracking system to ensure a regular cycle of review.

Faculty Affairs

• Serve as a liaison between the Vice President of Academic Affairs and faculty, facilitating communication and ensuring that all relevant information is shared.
• Coordinate annual review and updates to the Advisory Committee Handbook.
• In support of the Academic Leadership Team, provide support of faculty requests for travel and attendance at meetings/conferences.
• Maintain faculty lists and workload calculations. Assist Human Resources, Academic Deans and the VPAA to issue faculty contracts, excess appointment letters, and adjunct faculty limited appointment letters.
• Provide support to the standardized syllabus submission process in collaboration with Academic Deans and Academic Services.

Data Managment and Reports

• Create and manage year-end reports used to monitor annual goals set by the Academic Affairs unit.
• Produce annual program assessment reports for initiatives including K12 and experiential learning to evaluate the effectiveness of academic programs, including student learning outcomes, assessment methods, and program improvements.
• Collaborate with the Academic Liaison Officer and Program Directors to provide support of reporting requirements for institutional and programmatic accreditation.
• Produce various reports for the Academic Affairs unit including budget reports, room usage reports, faculty workload assignments, etc.

Qualifications

Required

• Associate’s degree in Administrative Professional, Office Management, Business Management, or other related area.
• A minimum of three years’ experience in an educational setting, with apprenticeship, or in community engagement.
• Possession of a valid Driver’s License.
• Experience with project management.

Preferred

• Bachelor's degree in business, education, communications, or a related field.
• Experience in advising; student support; support of apprenticeship, service learning, or internships is preferred.
• Understanding of higher education operations including admissions, advising, recruitment, career planning, employment services and student success preferred.
• Related industry recognized certifications such as Certified Associate in Project Management (CAPM), Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS).

Other

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee will be exposed to normal office conditions and usual office equipment such as telephone, personal computer, printers/copiers, reports and files.
• The employee will be constantly required to sit, talk, hear, and type/write.
• The employee will be frequently required to stand, walk, touch/handle/grasp (using hands and fingers), and reach with hands and arms.
• The employee must occasionally bend or squat and lift and/or push up to 25 pounds of general office items.
• Specific vision abilities required by this job include close, far, and field of vision.
• This position requires regular and punctual employee presence.

Compensation:

The salary is commensurate with qualifications and experience. Includes a comprehensive benefits package.

Application Procedure:

Apply at nicoletcollege.edu/employment. Attach a cover letter addressing how your background and experience are consistent with the required and preferred qualifications of the position, a current resume, and unofficial college transcripts. Applications received by 4 p.m. on Friday April 4th, 2025, will receive full consideration. The position will remain open until filled.

Nicolet Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in employment, admissions or its programs or activities.

Job Type: Full-time

Pay: $23.91 - $27.33 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $24 - $27