Executive Assistant to VP, Academic Affairs

Middlesex College; Edison (NJ); On-site; USD 58,000 - 70,000; Full time

Benefits offered by this job

Pension Eligible

Job summary

Middlesex College is seeking an Administrative Assistant to the Vice President for Academic Affairs in Edison, NJ. The role provides high-level confidential administrative support, coordinating faculty personnel records, academic and governance processes, and executive documents.

Reporting to the Vice President for Academic Affairs, you will manage calendars, prepare materials for board and committee reviews, and liaise with deans, chairs, and college offices to ensure timely execution of

Qualifications

• Two years of work experience in an academic environment.
• Strong computer skills with Microsoft Office.
• Excellent written, verbal, and interpersonal skills.
• Ability to work collaboratively and manage multiple projects.

Responsibilities

• Provides high-level confidential administrative and executive support to the Vice President for Academic Affairs, including management of scheduling priorities, correspondence, meeting preparation, records, deadlines, and follow-up activities.
• Coordinates and maintains confidential full-time faculty personnel records and documentation, including faculty contracts, appointments and other personnel actions, ensuring accuracy, completeness, confidentiality, and timely processing.
• Provides administrative coordination for faculty personnel processes, including promotions, sabbatical, special assignments, and other Academic Affairs personnel actions, as assigned.
• Coordinates the preparation, review, routing, and maintenance of academic and personnel resolutions and supporting documentation for Board of Trustees consideration.
• Maintains Academic Affairs records and documentation related to courses, curricula, transfer articulation agreements, and other academic processes, coordinating with appropriate College offices to ensure records are accurate and current.
• Processes and tracks Academic Affairs administrative transactions, including tuition reimbursement, travel requests, faculty special-project/payment documentation, and related approvals, as assigned.
• Serves as an administrative liaison between the Office of the Vice President for Academic Affairs and academic deans, department chairs, faculty, and other College offices, facilitating communication, documentation, scheduling, and completion of divisional priorities.
• Prepares, coordinates, and maintains executive-level correspondence, reports, agendas, meeting materials, presentations, and other documents on behalf of the Vice President.
• Maintains tracking systems and calendars for recurring Academic Affairs processes, submissions, approvals, and deadlines and follows up with responsible offices as necessary.
• Coordinates the collection, verification, and revision of faculty information for the College catalog and other official College publications or systems.
• Supports commencement and related academic ceremonies and serves on the appropriate commencement/graduation planning committee(s).
• Maintains the confidentiality and integrity of sensitive personnel, academic, executive, governance, and labor-related information handled by the Office of the Vice President for Academic Affairs.
• Acts as Recording Secretary to the Board of Trustees and serves as Assistant Secretary to the Board of Trustees in the absence of the designated administrative staff member, consistent with College governance requirements.
• Provides administrative support for special projects and institutional initiatives assigned to the Office of the Vice President for Academic Affairs.
• Performs other duties as assigned.

Skills

Academic environment

Communication skills

Multitasking ability

Tools

Microsoft Office

Job description

Middlesex College is seeking an Administrative Assistant to the Vice President for Academic Affairs in Edison, NJ. The role provides high-level confidential administrative support, coordinating faculty personnel records, academic and governance processes, and executive documents.

Reporting to the Vice President for Academic Affairs, you will manage calendars, prepare materials for board and committee reviews, and liaise with deans, chairs, and college offices to ensure timely execution of