What are the responsibilities and job description for the Administrative Assistant to the Vice President of Academic Affairs position at South Plains College?
Job Title
Administrative Assistant to the Vice President of Academic Affairs
Department
LEVL - Academic Affairs
Employment Status
FT Full-Time
Full Time/Part Time
Full Time
Benefits
Yes
Months per Year
12
Job Description
SUMMARY: This position is responsible for the overall management of the executive office and directly supports the Vice President for Academic Affairs (VPAA). The professional manages a variety of confidential interactions. This professional interacts with the SPC Administrators, staff, potential and current students and parents, SPC campus visitors, alumni and community members. The Administrative Assistant is an important member the Academic Affairs Division and supports all Division activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Assists the Vice President in managing Academic Council operations including -making meeting arrangements -creating meeting minutes -maintaining files, correspondence, and online information -Creates and maintains the Due Process List
Manages Student, Academic, and budgetary systems
Maintains absolute confidentiality of student, employee, and other information -Acts with respect to SPC FERPA policies and procedures – Responsible for absolute confidentiality of personnel information as well as other information of a confidential nature.
Works closely with the SPC Deans and Departmental Chair Administrative Assistants to -Develop Faculty Overloads for all Terms.
Works collaboratively with the Administrative Assistant to the President -Keep accurate lists of all full-time faculty and staff. -Coordinate the annual Tenure, Rank, and Promotion of Faculty procedures according to stated SPC policy.
Maintains effective relationships
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Assists the Vice President in managing Academic Council operations including -making meeting arrangements -creating meeting minutes -maintaining files, correspondence, and online information -Creates and maintains the Due Process List
Manages Student, Academic, and budgetary systems
Maintains absolute confidentiality of student, employee, and other information -Acts with respect to SPC FERPA policies and procedures – Responsible for absolute confidentiality of personnel information as well as other information of a confidential nature.
Works closely with the SPC Deans and Departmental Chair Administrative Assistants to -Develop Faculty Overloads for all Terms.
Works collaboratively with the Administrative Assistant to the President -Keep accurate lists of all full-time faculty and staff. -Coordinate the annual Tenure, Rank, and Promotion of Faculty procedures according to stated SPC policy.
Maintains effective relationships
- Manages the Academic Affairs Office -Creates and coordinates the first week back schedule of activities -Assists Enrollment Management with Commencement Exercises -Maintain Campus Committee lists on an annual basis -Coordinate the Faculty Excellence Award procedure annually -Coordinate New Employee Orientation annually -Greets visitors in person and via telephone with a pleasant, courteous and professional demeanor -Provides information and answers questions -Routes incoming telephone calls, mail and email -Prepares outgoing mail and correspondence in a timely manner -Maintains records of correspondence via scanning to proper files in Perceptive Content -Orders and maintains office supplies -Clerical—maintains physical and electronic files; understands use of office equipment; etc. -May supervise Work/Study student employees -Responsible for assisting with travel planning, documentation and reimbursement for the VPAA, as well as, overseeing the travel requisitions for all immediate subordinates to the VPAA. -Responsible for keeping accurate vacation leave for the VPAA and all immediate subordinates. -Responsible for reserving meeting spaces and food for various meetings when necessary -Helps with reporting of sick and personal leave for the VPAA and all immediate subordinates. -Responsible for annual scheduling of Budget Hearings -Responsible for administration of Student Evaluation of Faculty -Knowledge and maintenance of South Plains College’s Policy and Procedure manual and Faculty Handbook. -Other duties may be assigned
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High School graduate or GED required. Associate’s degree from an accredited institution preferred but not required if candidate has relevant experience and/or training.
COMPUTER SKILLS
Proficiency with Windows operating system and Microsoft Office (Word, Excel, and Outlook) are required. Knowledge and/or working with database software and systems in a mainframe environment (i.e., Colleague) is required. Additional computer skills and proficiency related to business activities and/or database management practices are recommended.
LANGUAGE SKILLS
Ability to read and comprehend instructions, correspondence and memos. Ability to write correspondence utilizing email and traditional letters. Ability to communicate with individuals in a professional manner in person, over the telephone, via email and in text messages.
INTERPERSONAL SKILLS
Demonstrated ability to work and collaborate with co-workers and visitors in a professional office setting. Ability to maintain confidentiality of donor information and office operations is required.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute basic statistics and to draw and interpret graphs and charts.
REASONING ABILITY
Ability to interpret a variety of instructions furnished in written or oral form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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 is regularly required to sit and talk or hear. The employee frequently is required to walk and stand; use hands to handle or feel; and reach with hands and arms. The employee is occasionally required to stoop, kneel and crouch. The employee must be able to lift boxes weighing as much as 20 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The office will be busy with students and phone calls during peak times of the year. The noise level in the work environment is usually quiet.
Posting Detail Information
Posting Number
S5542019-P
Number of Vacancies
1
Desired Start Date
06/02/2025
Position End Date (if temporary)
Open Date
Application Review Date
05/02/2025
Open Until Filled
Special Instructions Summary
Quick Link for Internal Postings
https://southplainscollege.peopleadmin.com/postings/4097
