Executive Assistant to the Vice President of Academic Affairs

SUNY Ulster; Stone Ridge (NY); On-site; USD 57,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision

Retirement plan

Life insurance

Job summary

SUNY Ulster in Stone Ridge, NY seeks an experienced Administrative Coordinator for Academic Affairs to support the Vice President and coordinate cross-department projects. You will manage calendars, prepare reports, and ensure policy compliance across a wide range of processes.

The role requires discretion with confidential information, strong communication, and the ability to drive initiatives from concept to completion.

Qualifications

• Bachelor's Degree from an accredited college and at least two years of office administration experience.
• Ability to work independently, exercise sound judgment, and handle sensitive information with discretion.
• Strong written and verbal communication and organizational skills.

Responsibilities

• Manage the VPAA's calendar, prioritize emails, and generate routine data reports.
• Review Academic Affairs forms for policy compliance and maintain the divisional org chart.
• Supervise administrative staff and lead project planning and execution.

Skills

Communication skills

Organizational skills

Discretion

Education

Bachelor's Degree

Job description

Department: Academic Affairs

Reports to: Vice President of Academic Affairs

Bargaining Unit: Management Confidential

Full-time: 35 hours per week, 12 months per year

Application Deadline: Open until filled

Priority Screening: November 4, 2026

Position Summary:

Reporting directly to the Vice President for Academic Affairs (VPAA), this position serves as a trusted partner within the Office of Academic Affairs. The incumbent is responsible for managing executive-level administrative functions as well as cross-departmental collaboration to help ensure the efficient and effective functioning of the division. Acting as a resource to both internal and external stakeholders, the role requires exceptional judgment and discretion in handling confidential information. This position provides direct support to the VPAA and manages complex scheduling and communication workflows. A strong knowledge of institutional systems, excellent communication skills, and the ability to lead projects from conception to execution are essential for success in this role.

Key Responsibilities:

Executive Operations & Communications

• Executive Support: Manage the VPAA's professional calendar, prioritize email communications, and generate routine and ad hoc data reports using the Banner system.
• Document & Structure Management: Review all Academic Affairs forms for policy compliance before final submitting to the VPAA for approval. Maintain the divisional organizational chart.
• Office Leadership: Supervise administrative office staff and direct project planning and execution to ensure timely and effective outcomes.

Academic Program Administration & Compliance

• Program & Initiative Liaison: Assist in the processing of new academic program proposals and modifications to existing programs in compliance with SUNY guidelines.
• Process Coordination: Oversee the cross-departmental execution of major institutional processes, including Dean's/President's List letters and faculty absence reporting.
• Procedural Improvement: Identify operational gaps and lead cross-departmental collaborations to implement updated institutional procedures.

Fiscal Management & Budgetary Oversight

• Budget Oversight: Support the VPAA in divisional budget planning, monitor expenditures, and ensure alignment with institutional priorities.
• Travel: Oversee the faculty Professional Development process; offer guidance on travel policy and procedure, and assist with faculty requests, payments, reimbursements.
• Vendor & Invoice Processing: Manage timely payment processing for academic and institutional vendors.

Contractual & Legal Compliance

• Contract Consultation: Provide consultation to stakeholders on faculty contractual requirements, institutional policies, and hold-harmless field trip agreements.
• Cross-functional Collaboration: Partner with College Counsel, HR, and Payroll on the faculty collective bargaining agreement, contract interpretation, and handling of confidential records.
• Process Management: Support the VPAA in contractual workflows including faculty load forms, promotions, department chair elections/evaluations, and specialized addenda.

Stakeholder Engagement & Collaboration

• High-Level Coordination: Serve as a central point of contact connecting the President's Office, VPAA, Deans, Registrar, HR, Payroll, and Finance.
• Staff Advisory: Provide support to academic department assistants, resolving systemic operational challenges and escalating concerns to the VPAA.
• External Liaison: Serve as the institutional manager for the SUNY Center for Professional Development, overseeing communications and employee registrations.

Student & Faculty Support Services

• Issue Resolution: Triage student complaints and collaborate with relevant departments to achieve timely resolutions.
• Academic Appeals: Manage the student academic appeal process, ensuring adherence to timelines and compliance across students, faculty, and committees.
• Mandate Enforcement: Partner with academic chairpersons and faculty to ensure compliance with institutional mandates, procedures, and deadlines.

Other Duties as Assigned

• Other Duties: Perform other job-related duties and special projects as assigned.

Qualifications:

• Bachelor's Degree from an accredited college or university and at least two (2) years of office administration experience. Support of a senior level administrator preferred.
• Demonstrated ability to work independently, exercise sound and ethical judgment, and handle sensitive information with compassion, discretion, and professionalism.
• Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and deliver accurate, high-quality work in a timely manner.
• Excellent written and verbal communication skills, with the ability to interact professionally with diverse internal and external stakeholders.
• Proficient in maintaining secure digital and physical records, preparing reports and correspondence, and learning, interpreting, and explaining College policies and procedures relevant to assigned responsibilities.
• Advanced problem-solving and critical thinking skills, including the ability to analyze complex situations, evaluate alternatives, anticipate outcomes, and implement effective, well-informed solutions.
• Experience in Higher Education and demonstrated familiarity with post-secondary educational administration preferred.

And

• Commitment to community college goals and objectives of providing quality programs and services for culturally, socio-economically, ethnically, and academically diverse students and students with disabilities; personal qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students with diverse abilities and interests.

Salary:

An initial starting salary of $57,000 -$65,000 will be commensurate with education, training, and experience with an excellent benefits package. This position is contingent upon adequate funding.

Additional Information:

SUNY Ulster offers a competitive benefits package including medical, dental, and vision, life insurance, NYS or SUNY TIAA Retirement Plan, SUNY Per