Assistant to the Associate VP, Academic Affairs

Stevenson University; Owings Mills (MD); On-site; USD 50,000 - 70,000; Full time

Job summary

Stevenson University seeks an Assistant to the Associate VP for Academic Affairs to provide executive-level administrative support. The role involves coordination of academic programs, supervision of student workers, and management of event logistics, requiring strong organizational skills and a background in higher education administration.

Qualifications

• Experience in providing administrative support in an academic setting.
• Ability to handle confidential documents.
• Strong organizational and interpersonal skills.

Responsibilities

• Provide administrative support to the Senior AVPAA and other departments.
• Manage logistics for various academic programs and initiatives.
• Serve as the first point of contact for faculty and students.

Skills

Data analysis

Clerical duties

Communication

Supervision

Education

Bachelor's degree or equivalent experience

Job description

Assistant to the Associate VP, Academic Affairs

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Assistant to the Associate VP, Academic Affairs

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Position Summary

This campus-based position provides executive-level administrative support for all activities and programs under the direct purview of the Senior Associate Vice President for Academic Affairs ( AVPAA ), including, but not limited to, those in the Office of Institutional Research & Assessment ( OIRA ), the Office of Sponsored Programs and Research ( OSPR ),the Institutional Review Board, the Zirkin Center for Excellence in Teaching and Learning ( ZCETL ), the Learning Technology and Instructional Design ( LTID ) team, the Doctor of Psychology (PsyD) program, and the specialty scholars programs in Academic Affairs. Responsibilities include, but are not limited to, supporting the Senior AVPAA , faculty directors, academic program administrators, and managers in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, data analysis, generation of reports, maintenance of web and portal pages, and clerical duties. Additional responsibilities include providing support to the School of Education Dean and serving as a member of the Provost’s Office team and backup to the Assistant to the Executive Vice President & Provost. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.

Position Summary

This campus-based position provides executive-level administrative support for all activities and programs under the direct purview of the Senior Associate Vice President for Academic Affairs ( AVPAA ), including, but not limited to, those in the Office of Institutional Research & Assessment ( OIRA ), the Office of Sponsored Programs and Research ( OSPR ),the Institutional Review Board, the Zirkin Center for Excellence in Teaching and Learning ( ZCETL ), the Learning Technology and Instructional Design ( LTID ) team, the Doctor of Psychology (PsyD) program, and the specialty scholars programs in Academic Affairs. Responsibilities include, but are not limited to, supporting the Senior AVPAA , faculty directors, academic program administrators, and managers in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, data analysis, generation of reports, maintenance of web and portal pages, and clerical duties. Additional responsibilities include providing support to the School of Education Dean and serving as a member of the Provost’s Office team and backup to the Assistant to the Executive Vice President & Provost. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.

Essential Functions

Provide administrative support for the Senior AVPAA , OIRA , OSPR , ZCETL , LTID team, specialty scholars programs, Doctor of Psychology program, School of Education, and other operational areas as directed. Develop a strong working knowledge of the policies, practices, and procedures managed by the Senior AVPAA . Review, analyze, and revise or develop as appropriate the practices, procedures, and documents that support the various operational areas. Manage logistics of faculty and student funding programs in the OSPR , including receiving applications and distributing to selection committees as appropriate, processing grant awards and reimbursements, and assisting in the maintenance of all records. Manage logistics of the Institutional Review Board, including creating the full board meeting schedule, monitoring the IRB email inbox, receiving and assigning proposals for review, and communicating IRB decisions with investigators. Assist the Senior AVPAA in the tracking of all grant-related activities and the logistics of the internal grant pre-approval process, including obtaining relevant signatures on Grant Development and Submission worksheets and other internal approval forms as appropriate. Manage the hiring process for Graduate Assistants in Academic Affairs, including coordinating with hiring managers to post positions, review applications, and conduct interviews. Serve as the lead and coordinate the efforts of the Commencement Planning Team. Ensure regular maintenance and updating of the Provost’s Office portal site and associated pages. Facilitate events as requested, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs and/or agendas. Serve as the Senior AVPAA’s liaison to all departments and vendors on campus, including Sodexo, Security, Conference Services, Facilities, OIT , and others. Effectively supervise assigned graduate and undergraduate students. Assist in data collection and the generation of reports for internal and external constituencies as needed. Process financial transactions including travel reports and vouchers, and miscellaneous bills; maintain financial records, and the monthly reconciling of the Senior AVPAA’s budgets. Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the university, administration, various other schools and departments, and the community in general. Communicate directives, instructions, messages, and information from the Senior AVPAA to appropriate individuals and groups as required. Maintain inventory of office supplies; order and distribute office supplies as needed by faculty and staff in the relevant offices. Maintain and update Senior AVPAA’s Office files including confidential employee and student records. Assess needs and prepare for incoming faculty and staff, including assignment of office space, telephone service, supplies, and furnishings and arrangement of any needed training. Schedule and monitor the Senior AVPAA’s calendar; make travel arrangements. Facilitate the updating and publication of annual documents, including relevant office portal pages, annual policy manuals, applications, instructions, and others. Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in a busy environment. Record and prepare minutes of meetings as requested. Maintain and update relevant email lists at least twice annually (in fall and spring). Maintain master calendar of activities related to the Senior AVPAA’s areas of responsibility. Perform literature and/or Internet research on special projects as assigned. Prepare analyses, summaries, and/or reports in the format requested. Obtain, organize, and share Academic Affairs documents with the Provost’s Office as requested. Work with the Provost’s Office on university initiatives and events as requested. Provide leadership for the Academic Affairs Administrative Assistant team and coordinate regular meetings to foster collaboration and professional development in support of division goals and initiatives. Serve as backup to the Assistant to the Executive Vice President & Provost upon request.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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