Assistant to Vice President for Academic Services

Summary

Responsible for providing ongoing administrative and clerical support to the Vice President for Academic Services and Student Development for all critical academic processes, procedures, faculty procedures, and operations.  Reports to the Vice President for Academic Services and Student Development.

Essential Duties and Responsibilities

• 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.
• Must regularly review and have a good understanding of the Faculty Collective Bargaining Agreement.
• Provides support to the Vice President for Academic Services and Student Development by serving as receptionist, screening incoming calls and visitors, maintaining calendars and communications, and disseminating information to appropriate Associate Deans and Deans and faculty coordinators, faculty, internal departments, and external partners.
• 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
• 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
• 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.
• Establishes and maintains an electronic (some paper) filing system for information storage and retrieval.
• .Works with the Academic Services Compliance Manager to maintain communications, reports, and completion of critical Academic Services operations and processes throughout the academic year.
• Sends Dean and Vice President reviewed information for Executive Team, President’s Cabinet and Board of Trustee meetings and committee meetings
• Works in collaboration with registration, advising, financial aid, faculty coordinators and deans for coordination of academic schedule efforts.
• Attends Commencement Planning meetings, Student Awards, PTK, Honors, SGA, and Commencement Events. Helps coordinate Student Awards for Commencement with the Vice President.
• Communicates and sets up meetings, attends and takes minutes for Academic Council, Coordinators’ Meeting, Deans Meeting, and others identified by Vice President and/or Deans.
• Reviews College Voice and other college communications for information to add to Vice President and Deans calendars and provides reminders to Vice President and Deans of upcoming tasks and critical events.
• Greets student and faculty with concerns with empathy, makes appropriate referrals, and summarizes issues presented for Vice President and Dean review.
• Supervises student workers for the Academic Services Office, Vice President for Academic Services and Student Development.
• Assist with the workload and reporting requirements associated with the Middle States Accreditation Process.
• 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.
• Maintains an operational manual and reviews work in office for process improvement.  Works to automate as much as possible.
• Carries out special projects and other duties for Academic Services as assigned by the Vice President for Academic Services and Student Development.

Qualifications:

Required

Education

• Associate’s degree from a regionally accredited institution of higher learning

Certifications

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

 Work Experience

• Three years office experience with some of the time spent in an office with upper‑level managers required.

Knowledge, Skills, Abilities

• Ability to make independent judgments and perform with discretion and confidentiality.
• Ability to organize and initiate projects.
• Demonstrated office management skills including a pleasant telephone manner.
• Must be proficient in the use of MS Office to include: Word, Excel, Access, and PowerPoint.
• Must possess a high level of the following work skills and behaviors: teamwork/cooperation, initiative, customer service, and commitment to continuous professional growth in skills, technology, and knowledge.
• Ability to maintain accurate and detailed financial and programmatic records.
• Must have good communication, public relations, and customer service skills, and strong record keeping skills.
• Knowledge, Skills, Abilities
• Must possess a high level of the following work skills and behaviors: confidentiality, attention to detail, adaptability, critical thinking, teamwork/cooperation, initiative, customer service, and commitment to continuous professional growth in skills and knowledge.

Preferred

• Bachelors from a regionally accredited institution.
• Experience working in higher education.
• Bilingual. 

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 15-20 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 and encourages applications from diverse candidates.
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.