Academic Affairs Coordinator

The Academic Affairs Coordinator is responsible for managing a broad range of support tasks, projects and prioritizing a calendar of meetings. The Coordinator provides proactive, responsive, and effective support, and serves as a central resource for the coordination of the Vice President. Collaborates with faculty and administrative staff to develop protocols and processes for the effective management of the office of academic affairs. 

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Coordinates the Vice President for Academic Affairs’ (VPAA) calendar: Scheduling meetings, events and appointments; Prioritizes requests; Collects and analyzes incoming requests to the office deciding the best routing for various inquiries; Welcomes guests within VPAA office, answering or directing inquiries as needed; Ensures timely preparation for and transition between meetings
• Coordinates Communications:  Creates and distributes meeting materials and follow-up documentation; Creates of intricate spreadsheets, Word documents and PowerPoint presentations to effectively communicate content; Replies as appropriate to phone, paper or electronic inquiries on behalf of the VPAA; Initiates communications; Maintains faculty intranet; Prepares materials for Board of Directors meetings
• Coordinates Academic Affairs Events:  Plans and coordinates targeted division-wide events; Assists with space planning updates and changes; Handles logistical arrangements such as room bookings, calendar invitations, catering and audiovisual equipment needs for VPAA events; Collaborates with the appropriate staff to coordinate employee support including on-boarding of new employees; Coordinates travel logistics for the VPAA and Academic Affairs
• Manages Projects: Assists with research of academic governance documents; Manages University catalog; Maintains course loads in computer system; Assists the VPAA and other senior staff members by independently managing special and ongoing projects, including data collection and analysis; Participates actively in organizational initiatives and projects
• Manages Budget and Reports:  Serves as the VPAA's delegate in selected systems and reconciles/approves transactions for direct reports as needed; Prepares and processes faculty contracts at the direction of VPAA & Provost; Ensures compliance with faculty contracts and university policies
• Confidentiality & Continuous Improvement:  Maintains confidentiality and follows established procedures; Other duties as assigned

ESSENTIAL QUALIFICATIONS:

• Bachelor's degree and a minimum of three years of experience or an appropriate blend of related experience and education
• The ability to work effectively and independently with limited supervision
• Track record of handling sensitive information with highest level of professionalism, confidentiality, tact, integrity, and discretion
• Excellent capacity to think critically and to make sound decisions
• Proficiency with computer software: including but not limited to Microsoft Office, database, and electronic calendar
• Flexibility; Attention to detail necessary

EXPERIENCE PREFERRED (but not required):

• Experience in Human Resource processes is desired
• Event planning and management experience preferred

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

While performing the duties of this position, the employee is regularly required to use their hands to finger, handle, or feel objects, tools, or controls and to talk and hear.  The employee is frequently required to stand, walk, sit, and reach with hands and arms.  The employee is occasionally required to stoop, kneel, crouch or crawl. 

The employee must occasionally lift and/or move up to 10 lbs. Specific vision abilities required by this position include close vision, distant vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

The employee must occasionally lift and/or move up to 10 lbs. Specific vision abilities required by this position include close vision, distant vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

Briar Cliff University is an equal opportunity employer. 

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