Assistant to Vice President of Academics/Faculty

Glen Oaks Community College; Michigan; On-site; USD 38,000 - 48,000; Full time

Job summary

Glen Oaks Community College seeks an Assistant to the Vice President of Academics/Faculty to manage a broad set of secretarial duties in support of academic leadership. The role includes coordinating office activities for non-clerical supervisors and maintaining essential documentation.

You will assist with faculty materials, scheduling, communications, and reporting tasks to ensure smooth operation of the Academic Division.

Qualifications

• Associate degree required.
• Strong grammar and punctuation.
• Proficiency with standard office software.

Responsibilities

• Serve as the public face of the Administration suite, greeting visitors and directing students/visitors.
• Ensure syllabi and course materials are uploaded and maintained in SimpleSyllabus.
• Maintain faculty calendars and post courses and office hours on GOCC calendars.
• Type and distribute agendas/minutes for Academic Committees and coordinate meetings.

Skills

Grammar proficiency

Office coordination

Secretarial skills

Education

Associate degree in related field

Tools

Word

Excel

PowerPoint

Job description

Assistant to Vice President of Academics/Faculty

Assistant to Vice President of Academics/Faculty

Position Title: Assistant to Vice President of Academics/Faculty

Reports To: Vice President of Academics

Posting Date: August 24, 2026

General Summary:

Employees in this position, performing the full range of secretarial duties, functionas secretaries coordinating office activities for non-clerical supervisors. Theyparticipate in and supervise the performance of a variety of clerical tasks, performsecretarial tasks, and participate in management support activities through applicationof a body of knowledge related to instructions (procedures, practices, manuals orother specified instructions), guidelines (policies, rules, regulations or laws),and office equipment (computer, fax, copier).

Duties and Responsibilities:

Examples performed by this position include:

• Serve as the public face of the Administration suite, notifying administrators ofthe arrival of their appointments or visitors, and providing directions to students/visitorsthat need assistance.
• Ensuring that all course syllabi for faculty are uploaded and maintained in SimpleSyllabus.
• Send course master and syllabi copies to new faculty and, upon request, other constituents(i.e. other institutions, students, etc.).
• Ensure that faculty courses and office hours are posted on their GOCC Google Calendars.
• Schedule department meetings twice a year, type and distribute the minutes.
• Assists faculty in preparing class materials as needed to deliver quality instruction.
• Prepare and honor the confidentiality of instructional materials including tests andexams. Does not grade papers and/or tests. Does not proctor quizzes, tests, or examsfor instructors.
• Implement academic procedures for the end of semester student class evaluations.
• Type and distribute the agendas and minutes for the Academic Committees.
• Create and maintain faculty mailboxes each semester.
• Distribute faculty mail/messages daily and receive college deliveries for the AdministrationSuite (AWing).
• Order, secure and provide instructional and/or special supplies for all faculty.
• Maintain contact with the College Bookstore and multiple textbook publishers to facilitatetextbook selection by Faculty and ensure textbook adoptions get in the system.
• Order desk copies, teachers' manuals, and electronic books.
• Respond to students needing assistance contacting or communicating with faculty.
• Track faculty professional development, student learning outcome plans and data submission,Learning Management System (LMS) course publishing, committee participation, etc.
• Assist with (LMS) logistics. Send out correspondence to students and faculty as neededat the start of each semester.
• Assist with the process of creating and filling student internship opportunities.
• Assist with the coordination of class field trips including but not limited to organizingtravel logistics, field trip forms, etc.
• Assist with the SPOL software and faculty credentialing processes.
• Assist with the Booking software for room reservations, run classroom utilizationreports, and post class schedules each semester for each classroom.
• Maintain the copiers in the A and F-Wings. Order supplies and service as needed.
• Assist in monitoring the class cancellation line and notify students of cancellations.
• Utilize Watermark or Mobile Text Alerts to send campus announcements.
• Assist with the coordination of Student Awards Ceremony, Graduation, Ready Set Go,and other Academic Department Events as needed.
• Other duties within the scope of this position as assigned by their supervisor.

Required Qualifications:

• Associate Degree in a related field.
• A comprehensive command of grammatical structure, sentence structure, spelling, punctuationand the ability to compose, in good form, various correspondences.
• Knowledge and skill in the operation of computers and other standard office machinesand equipment.
• Demonstrated proficiency in Word, Excel, and PowerPoint.

Preferred Qualifications:

• One (1) year experience in secretarial position.

Glen Oaks Community College prohibits discrimination on the basis of sex or any other protected characteristic under applicable local, state, or federal law in employment or access to educational programs or activities. Individuals may report concerns or questions to the Title IX Coordinator. The notice of nondiscrimination is located at GOCC Nondiscrimination Policy

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Glen Oaks Community College reserves the right to update, revise, or change this jobdescription at any time.