Administrative Assistant to the Vice President of Academics and Accreditation Liaison Officer ([...]

Northern Pennsylvania Regional College; Warren (Warren County); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading college is seeking an Administrative Assistant to support the Vice President of Academics. The role involves managing schedules, maintaining records, and supporting accreditation processes. Ideal candidates will have an associate degree, strong organizational skills, and proficiency in Microsoft 365 tools.

Qualifications

• Minimum three years of work experience in educational settings or administrative support.
• Proficiency in Microsoft 365 tools.

Responsibilities

• Manage schedules, meetings, and travel for leadership.
• Support accreditation processes by organizing documentation.
• Maintain accurate records and budgets.

Skills

Time Management

Organizational Skills

Communication

Problem-Solving

Education

Associate degree or higher

Tools

Microsoft 365

Project Management Software

Job description

JOB TITLE: Administrative Assistant to the Vice President of Academics and Accreditation Liaison Officer (VPA/ALO) and Career Pathways Support

PRIORITY DEADLINE: June 2, 2025 - Applications accepted until position is filled.

CLASSIFICATION: Full-Time, Non-Exempt

DIVISION: Academics

DEPARTMENT: Academics

REPORTS TO: Vice President of Academics and Accreditation Liaison Officer (VPA/ALO)

SUPERVISES: Not applicable

MINIMUM REQUIREMENTS:

• Associate degree or higher
• Minimum three years combined work experience in an educational setting(s) or administrative support roles
• Proficiency in Microsoft 365, including Word, Excel, Forms, PowerPoint, and Teams
• Willingness to work the required schedule and work at the specific location required

PREFERRED QUALIFICATIONS:

• Exemplary planning and time management skills
• Excellent interpersonal skills to communicate effectively both in writing and verbally
• Exceptional organizational skills and ability to manage and prioritize the demands of multiple projects
• Attention to detail and problem-solving skills
• Ability to work collaboratively and thrive in a fast-paced environment
• Hold the highest level of professionalism with proven ability to handle confidential information with discretion
• Proficiency with use of Microsoft Teams
• Proficiency with project management
• Proficiency with using project management software

POSITION SUMMARY:

This role supports academic and administrative functions, aligning with the College's mission and values. Key responsibilities include managing schedules, meetings, and travel for leadership; maintaining accurate records and budgets; and supporting accreditation processes by organizing documentation and coordinating site visits. The position requires strong communication, organizational, and analytical skills, proficiency in Microsoft 365 tools, and the ability to handle confidential information. Additionally, the role involves researching and promoting guided career pathways, identifying training partners and employers, developing related content, and collaborating on funding strategies.

ESSENTIAL FUNCTIONS:

• Adhere to the College mission statement and values
• Provide support to the academic directors as determined by VPA/ALO
• Exhibit excellent time management skills
• Prioritize tasks effectively to meet recurrent deadlines and emergent support needs
• Exhibit effective organizational skills
• Demonstrate professional verbal and written communication skills
• Apply analytical, problem-solving, and decision-making skills effectively
• Demonstrate high degree of accuracy, attention to detail, and confidentiality
• Utilize Microsoft 365, Outlook, and Teams proficiently
• Assist with preparation, monitoring, and analysis of divisional budget planning and reporting processes; track and keep divisional staff and VPA/ALO informed divisional budget spending
• Provide the Office of Business Operations with documentation needed for account reconciliation, including receipts for divisional college-issued credit card usage
• Organize and maintain files for divisional record-keeping; ensure compliance with records retention policy
• Coordinate and schedule meetings, appointments, and travel for VPA/ALO
• Prepare agendas and provide recordkeeping for meetings assigned
• Partner with other administrative assistants to perform various duties necessary for college operations
• Review incoming correspondence, compose response letters, assist with emails, and other correspondence as requested
• Prepare documents and reports for internal and external meetings as requested
• Assist with preparation and submission of required accreditation reporting
• Serve as the custodian for all accreditation data, repository of evidence, and accreditation calendars (ex. training and deadline schedules)
• Implement and maintain currency of an electronic management system to collect, archive, and internally publish all applicable accreditation documents
• Gather and organize information and artifacts/evidence across the College as assigned
• Review and collect revision recommendations from internal stakeholders for the College’s website, catalogs, and published documents to ensure consistency across all platforms
• Maintain access to current college-wide documents (ex. GOVNs, STPLs, and CLDRs) central to the support of accreditation compliance in collaboration with the Office of the President
• Assist in organizing and maintaining data structures
• Maintain the College’s official list of all approved locations (ex. Main campus, additional instructional sites, and locations)
• Work with the Commission, internal staff, and any applicable external constituents, to develop necessary visit schedules, ensuring well-organized experiences during accreditation activities
• Research best practices and guided career pathways
• Identify training partners in areas of technical training as well as areas of continuing higher education
• Identify and connect with employers aligned with each career pathway
• Collaborate with Advancement team to identify funding mechanisms to support guided career pathways
• Develop marketing, communication, and website content including a web portal summarizing pathway opportunities
• Conducting research on emerging career pathways
• Other duties and responsibilities appropriate to the position as assigned

ADDITIONAL ELIGIBILITY REQUIREMENTS:

• Consistent access to a vehicle and/or reliable means to get to work on time every workday

CLEARANCE REQUIREMENTS:

Must be able to obtain the following clearances and training:

• PA Child Abuse History Clearance
• Pennsylvania Access To Criminal History Record Check
• Federal Criminal History Background Check
• Training Certificate - Mandated and Permissive Reporting in Pennsylvania

PHYSICAL REQUIREMENTS:

The physical and mental demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

• Ability to communicate in written and spoken English
• Ability to read, comprehend, and recall instructions and guidelines
• Ability to analyze, synthesize, and evaluate information

WORKING CONDITIONS/WORK SCHEDULE:

• Office Location: NPRC Administrative Center- Warren, 300 Second Avenue, Warren, Pennsylvania
• Work hours: 8:30 am to 5:00 pm, Monday through Thursday, and 8:30 am to 4:30 pm Friday with recurrent opportunities for scheduled work-hour adjustment and hybrid remote work location as approved by the direct supervisor in alignment with institutional needs.
• This position requires work hour flexibility and varied hours and may include some evenings and weekends.

TRAVEL REQUIREMENTS:

• This position may require occasional travel to, or throughout, NPRC’s multi-county service region to meet with students, colleagues, or others. Seehttp://regionalcollegepa.orgfor information concerning instructional locations

OTHER DUTIES:

• Perform other duties as assigned