Job Listings

The Executive Assistant will report directly to the Vice President of Academic Affairs and will be responsible for providing executive support with the development, management, and coordination of all office operations in the Office of Academic Affairs. The Executive Assistant must be organized, a team player but also able to work independently, and must be able to adjust to changing situations, interact with diverse groups of people, work under pressure and meet tight deadlines. The Executive Assistant must be able to work in a highly confidential environment, provide quality service internally and externally, and manage multiple priorities. Significant experience with Microsoft Office Suite, including Excel, Word and other software is critical to manage office communications with internal and external customers. 

Examples of Duties

Essential Duties and Responsibilities: 

• Demonstrated aptitude to comprehend the unique structure, operations, and programs of the College broadly and Academic Affairs specifically.
• Completes a broad variety of administrative tasks for the Office of Academic Affairs including managing active calendars of appointments; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; screening incoming calls; and greeting and directing office visitors. 
• Perform various clerical duties; review incoming mail; compose replies for signature as appropriate; assure timely preparation and maintenance of appropriate reports, statistics, and documentation; compose a variety of correspondence, memoranda, reports, and other materials; prepare purchasing and receiving forms. 
• Arrange, schedule, prepare agendas, and assemble agenda materials for a variety of meetings; record and transcribe minutes and notes as needed. 
• Perform a wide variety of difficult and complex administrative, operational, and secretarial/clerical duties requiring careful consideration, coordination, and direction. 
• Strong technical communication skills in prepare, proofreading and edit documents Academic Affairs content. 
• Support accounts payable activities; including but not limited to ordering, invoicing, processing of payments, and bank deposits.
• Support coordination of communications, events, and activities as needed. 
• Collect, compile, assemble, and prepare information, data, and reports for special projects; coordinate and assist in follow through on assignments, as necessary. 
• Prepare and organize correspondence, inter-office forms, checks, requisitions, and similar documents for the Vice President of Academic Affairs approval and signatures. 
• Assist with faculty onboarding processes, maintain accurate faculty records, and support the development and implementation of faculty-related initiatives, such as evaluations and professional development programs.
• Support collective efforts across the college with other departments. 
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures and frequent interruptions.
• Interfaces with faculty, staff and others conducting business with the Office of Academic Affairs 
• Manage logistics and make reasonable judgments on issues and problem situations not requiring the direct attention of the VPAA. 
• Performs related duties as required.

*Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Other

Duties and Responsibilities:

• Perform related duties as assigned by supervisor
• Maintain compliance with all company policies and procedures

Supervisory Responsibilities: NoneTypical Qualifications

Required Knowledge, Skills, and/or Abilities: 

• Encourage and contribute to a positive and engaging work environment
• Analyze situations accurately and adopt an effective course of action. 
• Assemble diverse data and prepare reports. 
• Communicate effectively both orally and in writing. 
• Compose difficult correspondence and reports independently. Coordinate special events. 
• Deal with constant interruptions. 
• Effectively relieves the manager of routine administrative details. 
• Establish and maintain effective working relationships with others. 
• Independently make decisions and solve problems. 
• Interpersonal skills using tact, diplomacy, and courtesy. 
• Interpret and apply campus rules and policies. Interpret local, state, and federal regulations. 
• Maintain composure during stressful and urgent situations.
• Make arithmetic calculations. 
• Meet schedules and timelines. 
• Operate a computer and business-related software.
• Operate a variety of standard office equipment. 
• Plan and organize work. 
• Understand and follow oral and written directions.
• Work independently and confidentially, with discretion. 
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, students, alumni, external partners, and donors 
• Excellent written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability 
• Emotional maturity 
• Highly resourceful team-player, with the ability to also be extremely effective independently 
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response 
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment 
• Forward looking thinker, who actively seeks opportunities and proposes solutions 

Education and/or Work Experience Requirements: 

• Bachelor's degree preferred
• Five to ten years of experience supporting faculty or teachers and academic senior leadership such as deans, vice presidents, provosts or transferrable experience preferred. 
• Excellent computer proficiency, including MS Office (Word, Excel, Outlook, PowerPoint, SharePoint), Adobe Suite, Student Information System (Ellucian)

Supplemental Information

Work Environment and/or Physical Demands:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards. 
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
• Conditions may require walking, stooping, climbing, pushing, pulling, heavy lifting (less than or equal to 50 pounds), high climbing, bending, working in awkward positions handling equipment and materials.
• Must be able to talk, listen and speak clearly on telephone
• Prolonged periods of sitting at a desk and working on a computer
• The noise level in the work environment is usually low to moderate

Required Training and Other Conditions of Employment: Every employee at Thaddeus Stevens College will receive required trainings; additional training may be required by the department or position. Training in Ellucian, Watermark, CANVAS are required and other related training for position may be expected.Evening and weekend hours may occasionally be required to support academic affairs related events.