Executive Assistant to the VP

Community Foundations of the Hudson Valley; Stone Ridge (NY); On-site; USD 99,187,000 - 110,208,000; Part time

Job summary

Community Foundations of the Hudson Valley is seeking an Executive Assistant to the Vice President of Academic Affairs. The role is based in Stone Ridge, NY, and supports strategic operations within Academic Affairs.

You will manage complex schedules, handle confidential information, and coordinate cross‑department collaborations to implement SUFA contractual obligations and academic compliance. Strong judgment and independent decision making are essential.

Qualifications

• Bachelor’s Degree required with ability to work independently and handle sensitive information.
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication, professional interaction with diverse stakeholders.

Responsibilities

• Manage VPAA’s professional calendar, coordinating evaluations and meetings.
• Assist VPAA with email communications and respond on their behalf when appropriate.
• Prepare Academic Affairs forms and documents for VPAA review and approval.
• Develop agendas for divisional and governance meetings and maintain org charts.
• Supervise administrative staff and coordinate staff projects and schedules.
• Lead SUFA contractual process coordination and compliance.

Skills

Organizational skills

Time management

Communication skills

Discretion

Education

Bachelor's Degree in related field

Tools

Banner system

Job description

Position Title

Executive Assistant to the VP of Academic Affairs

Location

Stone Ridge NY

Payrate

$35/hour

Position Type

Temporary

Schedule

Monday-Friday 8:30am -4:30pm

Position Overview

Reporting directly to the Vice President for Academic Affairs (VPAA), this position serves as a strategic partner and key operational leader within the Office of Academic Affairs. The incumbent is responsible for managing executive-level administrative functions, facilitating critical academic and contractual processes, as well as cross-departmental collaboration to ensure the efficient and effective functioning of the division. Acting as a primary liaison and first point of contact for internal and external stakeholders, the role requires exceptional judgment, discretion, and independent decision-making in handling confidential information, institutional initiatives, and faculty-related matters. This position provides direct support to the VPAA, manages complex scheduling and communication workflows, supervises administrative staff, and plays a central role in the implementation of SUFA contractual obligations, academic compliance, and institutional policy adherence. A strong command 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 and Communications

• Manage and maintain the professional calendar of the VPAA, coordinating the scheduling of department chair, faculty, and non-academic employee evaluations, weekly meetings with direct reports, faculty release time meetings, and budget meetings for academic and non-instructional departments, among others.
• Assist in managing the VPAA’s email communications by responding on their behalf when appropriate, to ensure prompt and relevant communication with internal and external stakeholders.
• Provide VPAA with routine and ad-adhoc reports regarding College functions and status using the Banner system and other sources of information, as appropriate.
• Independently review and prepare all Academic Affairs forms and documents submitted by faculty and staff to ensure completeness and compliance with institutional policies prior to submission for VPAA review and final approval.
• Assist VPAA in the development and management of agendas for key divisional and governance meetings, ensuring alignment with strategic priorities.
• Maintain and regularly update the Academic Affairs organizational chart to reflect current reporting structures, staffing changes, and divisional alignment with institutional priorities.
• Supervise administrative office staff and provide leadership in staff project planning and execution, including developing project scopes, assigning responsibilities, and monitoring progress to ensure timely and effective outcomes; develop staff work schedules that ensure alignment with operational needs.

Academic Program Assistance and Compliance

• Serve as key liaison for the VPAA on a wide range of academic operations and institutional initiatives.
• Assist in the processing of new academic program proposals and modifications to existing programs per College guidelines, collaborating with College liaisons, department chairs, and faculty.
• Lead coordinator on Dean's and President's List letters in collaboration with Registrar, OIT, Community Relations, and President's Office.
• Identify procedural gaps; lead cross-departmental collaborations to revise and implement updated procedures.

Budgetary Oversight and Fiscal Management

• Support the VPAA in managing the Academic Affairs divisional budget, including the SUFA Professional Development budget, through strategic budget planning, expenditure monitoring, and ensuring alignment with the institution’s priorities.
• Oversee the SUFA Professional Development process, including managing faculty requests from initiation to completion, processing payments and reimbursements, and providing guidance on travel and college policies.
• Manage the accurate and timely processing of payments for institutional and academic-related expenditures (i.e. Middle States Commission on Higher Education, Barnes & Noble USTACK invoices in coordination with the Finance Team and Student Accounts; and NYSED and NC-SARA invoices).
• Act as a liaison for staff and faculty, offering informed guidance on travel policy and procedural compliance.

Contractual and Legal Compliance

• Provide consultation to stakeholders on divisional compliance with SUFA contractual requirements, institutional policies and procedures, and hold harmless agreements related to class field trips.
• Collaborate closely with College Counsel, Human Resources, and Payroll on SUFA MOU administration, including contract interpretation, handling of confidential records, and archiving and retrieval of historical documentation.
• Serve as the lead project manager for the implementation of key SUFA contractual processes, ensuring compliance with negotiated agreements and alignment with institutional practices, including:
• Addendum A
• Addendum B
• Addendum D
• Department chair elections
• Department chair evaluations
• Faculty load forms
• Faculty promotions
• Internet allowance forms
• Professional development fund

Stakeholder Engagement and Cross-Functional Collaboration

• Serve as senior advisor and primary point of leadership for academic department assistants, providing high-level consultation, addressing systemic operational challenges, and elevating collective concerns to the VPAA for institutional resolution.
• Serve as a pivotal liaison and central point of coordination, working consistently in partnership with the President’s Office, VPAA and direct divisional reports, Dean of Academics, Department Chairs, Department Assistants, Dean of Enrollment & Student Success Management, Registrar, Human Resources, Payroll, Finance, Office of Institutional Effectiveness and Research, and the VP for Workforce, Economic Development, and Community Partnerships, among others.
• Compile and submit detailed reports of faculty absences to Human Resources.
• Provide consultation and support to faculty members regarding attendance policies and related matters.
• Serve as College institutional liaison and program manager for the College Center for Professional Development.
• Provide strategic oversight of professional development communications, curate and disseminate relevant opportunities to faculty and staff, and facilitate engagement by guiding employees through the registration and participation process.

Student and Faculty Support Services

• Triage student complaints and concerns, collaborating with the VPAA and relevant departments to ensure timely and effective resolution.
• Lead project manager for student academic appeal process.
• Communicate critical timelines and responsibilities to students, faculty, department chairs, and the Academic Appeal Committee, ensuring adherence to established deadlines and compliance with institutional policies to safeguard the college's interests.
• Work with academic chairpersons and faculty to ensure compliance with institutional mandates, processes, procedure, and deadlines.

Qualifications

Bachelor’s Degree in related field. 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.