Administrative Assistant to the VP for Academic Services and Student Development

Summary

The Administrative Assistant to the Vice President for Academic Services and Student Development serves as a highly skilled, confidential, and proactive professional responsible for providing comprehensive administrative support to the Vice President, Academic Deans, and designated areas within Institutional Effectiveness and Compliance. This position plays a critical role in coordinating academic and institutional operations and compliance, managing key academic processes and timelines, maintaining executive calendars, and ensuring the efficient notifications, scheduling, tracking, and execution of activities throughout the academic year.

The Administrative Assistant serves as a central point of communication for Academic Services, anticipates organizational needs, monitors deadlines, prepares reports and meeting materials, and ensures that critical initiatives, reports, and projects are completed accurately and on time. Must have demonstrated exceptional organizational skills, attention to detail, proofreading expertise, professional communication abilities, technological proficiency, discretion and confidentiality, and a commitment to excellence.

Duties and Responsibilities

• Serves as a professional representative of the Vice President’s Office.
• Provides confidential administrative support to the Vice President for Academic Services and Student Development.
• Coordinates and manages confidential faculty evaluation processes, including scheduling, tracking, documentation, communication, and electronic uploads to Human Resources Department.
• Supervises student workers for the Academic Services Office, Vice President for Academic Services and Student Development.
• Puts all academic due dates, meetings, relevant college activities, important dates, and academic calendar dates on Vice President and Deans calendars. Coordinates meeting arrangements for departmental personnel, advisory committees, academic committees, coordinators meetings, faculty meetings, and community partners
• Responsible for working with the academic deans and Academic Services Compliance Manager for weekly updates on the credit and noncredit schedules, adjunct hires, faculty load, and course materials
• Monitors and tracks the budgets and processes budget transfers and other payment requests of Vice President and Academic Services Offices. Receives, records, processes, and distributes all incoming and outgoing documents for Vice President review in timely manner.
• Reviews full-time faculty overload as well as adjunct and part-time budget line items, ensuring costs are within the budgeted amounts.
• Maintains an updated list of required academic credentials for faculty to teach in the disciplines.
• Maintains log and updated roster of advisory and academic committee meetings, start of the academic year charges, minutes, end of year reports, and membership.  Communicates with all committees in the preparation of the start of the academic year and in the finalization and summarization of end of year reports that are then submitted to the President’s Office. Posts all committee minutes and reports on the intranet.
• Establishes a Convocation Drive for each semester and ensures that required documents are updated and uploaded and all faculty and staff informed
• Maintain and coordinate the calendars of the Vice President and Academic Deans, ensuring effective scheduling of meetings, events, deadlines, and institutional activities.
• Facilitate effective communication among academic departments and administrative offices.
• Respond promptly and professionally to inquiries and requests for information.
• Develops and maintains all operations manuals for this department.
• Anticipate administrative and operational needs and proactively identify tasks, meetings, reports, correspondence, and follow-up actions requiring attention. Takes action to contact staff who have not complied with information needed.
• Coordinate and prioritize multiple projects, deadlines, and assignments across Academic Services and Institutional Effectiveness and Compliance.
• Prepare professional correspondence, reports, presentations, memos, agendas, minutes, and other official college documents.
• Track and monitor projects, initiatives, and action items assigned to the Vice President, Deans, and designated academic committees.
• Maintain records and documentation related to Collective Bargaining Agreements, Accreditation requirements and timelines, academic operations, and institutional assessment and compliance requirements.
• Work with Human Resources and Faculty Association for faculty promotion, sabbatical, and evaluation committees for application, committee convening and processes and reporting documentation.
• Monitor and track Institutional Important Dates timelines and ensure all required documentation is submitted, reviewed, and processed in accordance with institutional policies and procedures and with accuracy, completeness, and professional.
• Maintain confidential faculty personnel records and related documentation.
• Proactively prepare agendas, supporting materials, and meeting logistics for Academic Coordinators Meetings, Faculty Meetings, Deans Meetings, Convocation, Committees and Councils as needed, Bookstore Committee, and other meetings as assigned. Record, distribute, and maintain meeting minutes and follow-up action items ensuring timely communication and support.
• Coordinate preparation and submission of reports for President’s Cabinet, Board of Trustees, Institutional Effectiveness and Compliance functions, and other key academic reports.
• Ensure accuracy, consistency, completeness, and professional quality of all reports and presentations.
• Coordinates the Elison Faculty Service Award, the Faculty Excellence Award, the Vice President’s Faculty Recognition Award, and the Adjunct/Part-Time Faculty of the Year Award and summarizes recommendations that then go to the President’s Office.
• Assist with the workload and reporting requirements associated with the Middle States Accreditation Process. Contributes to the college’s accreditation efforts, including the overall Middle States accreditation and any program specific accreditation standards.
• Assist with data collection, document management, and compliance-related activities as assigned and assists with developing reports using Banner, Access, Infoquest, ARGOS, and other reporting tools.  Receives and continues training on relevant systems.
• Maintains and manages programmatic, financial, and project-related records, including data entry for Academic Services.
• Establish timelines that allow adequate review, proofreading, revision, and approval prior to submission deadlines.
• Establishes and maintains an electronic (some paper) filing system for information storage and retrieval.
• Develop and maintain positive working relationships with faculty, staff, students, and external partners.
• Serve as a liaison with faculty, staff, administrators, and external stakeholders as appropriate.
• Must regularly review and have a good understanding of the Faculty Collective Bargaining Agreement.
• Performs other duties and special projects as assigned.

Qualifications:

Required

Education

• Associate’s degree in a business related field from an accredited institution…

Certifications

• Act 153 Clearances (Act 34 PA Criminal Background, Act 151 PA Child Abuse History, Act 114 FBI Clearance Fingerprinting)

Work Experience

• Minimum of three years’ of progressively responsible administrative support experience.
• Demonstrated experience coordinating complex schedules, meetings, reports, and confidential processes.
• Advanced proficiency in office technology and software applications.

Knowledge, Skills, Abilities

• Ability to manage highly confidential and sensitive information with discretion and professionalism.
• Exceptional organizational and project management skills.
• Strong ability to anticipate needs and proactively address issues.
• Outstanding attention to detail and accuracy.
• Advanced proofreading, editing, and document preparation skills.
• Excellent written and verbal communication abilities.
• Strong technology skills, including proficiency with Microsoft Office Suite, Google Workspace, database systems, meeting platforms, and document management systems.
• Ability to prioritize multiple tasks and meet competing deadlines.
• Strong interpersonal skills and ability to work effectively with diverse constituencies.
• Ability to independently exercise sound judgment and decision-making within assigned responsibilities.
• Commitment to high-quality customer service and responsiveness.
• Must possess a high level of the following work skills and behaviors: teamwork, cooperation, initiative, customer service, high level of accuracy, analytical and problem solving skills, excellent organizational, written and oral skills, ability to work in an office with frequent interruptions and commitment to continuous professional growth in skills and knowledge.

Preferred Qualifications

• Experience supporting executive-level administrators preferred.
• Highly organized, forward-thinking professional who consistently demonstrates initiative, professionalism, discretion, responsiveness, and a commitment to supporting the mission of the college. The individual will possess the ability to anticipate needs, manage complex academic processes, maintain exceptional attention to detail, and contribute positively to a collaborative and student-centered academic environment.

Physical Demands

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to handle or feel; reach with hands and arms; talk and hear.  The employee may regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and distance vision.

Work Environment

The noise level in the work environment is usually quiet to moderate.

LCCC is an equal opportunity employer.

LCCC Internal candidates must apply within 15 days of posting.

To apply, please submit a cover letter, resume and unofficial transcript through our online application system at www.lccc.edu/jobs.

• Salary is restricted to above range and will not exceed the maximum of the range. Salary offers are non negotiable and offers are determined and are based upon related work experience submitted on resume.
• Foreign degrees – must provide a US equivalency report of your degree credentials with your transcript, if not, your resume will not be accepted.

 Position open until filled.