Sr. Executive Administrative Coordinator for Academic Affairs

Elms College, located in Chicopee, MA, invites applications for a full-time, Sr. Executive Administrative Coordinator for Academic Affairs. This role has responsibility for providing executive support to the Vice President of Academic Affairs (VPAA), managing daily operations of a fast-paced, high accountability office and providing collaborative assistance in areas of academic affairs. Serving as the key liaison to the Chief Academic Officer, performs all duties in full support of the College, understanding that the positive and effective execution of these duties are instrumental to the fulfillment of the College’s mission. This is a 40 hr/week position.

PRIMARY DUTIES & RESPONSIBILITIES

• Assumes responsibility for the management of the Office of Academic Affairs. Monitors, manages and controls the calendar and time commitments of the VPAA. Works closely with the VPAA to plan, coordinate and oversee all details for special events for the VPAA. Serves as staff support to the VPAA at events before, during and after regular working hours. Develops, maintains and oversees procedures and directs operations workflow by managing diverse and complex projects, issues and initiatives, including the Academic Affairs budget. Designs, documents and implements systems and procedures to track projects, maintains files and archive records. Prepares meeting materials, ensuring proper procedures and institutional protocols are followed. Maintains accurate faculty databases and digital records.
• Has oversight of annual full-time and half-time faculty contract process, as well as adjunct contracts in the School of Arts, Sciences and Professional Programs (SASPP), in alignment with the Dean of SASPP.
• Develops, maintains and oversees procedures within the office, proactively undertaking initiatives to enhance the quality, effectiveness and utility of materials and activities while consistently ensuring effective office operations. Actively participates in the analysis, recommendation and implementation of business process improvement efforts to ensure the proper use of technology and improve operational effectiveness as necessary and/or appropriate. Independently oversees initiatives which enhance quality, effectiveness and operational efficiency. Engages in active problem solving, identifying and/or proposing resolutions to disputes or concerns based on judgment and an in-depth understanding of institutional policies, procedures, precedence, rules and/or regulations. Researches and investigates concerns, keeping the VPAA informed on activities of interest.
• Prepares faculty profile statistics for publications and annual reporting. Responds to and coordinates data requests made to the Office of the Provost. Conducts general statistical analyses of data, generating reports involving faculty profiles and activities for the VPAA and other internal constituents.
• Prepares meeting materials and takes accurate high-level meeting minutes.
• Prioritizes and manages the composition, routing, and completion of faculty material while ensuring a high level of confidentiality when dealing with sensitive and/or confidential issues and documents.
• Maintains up-to-date records of adjunct faculty, course syllabi, and class assignments.
• Other duties as may be assigned by the Vice President of Academic Affairs and the Dean, School of Arts, Sciences, and Professional Programs.

QUALIFICATIONS

• Associates degree required. Bachelor’s degree preferred.
• Relevant administrative experience working in a higher education setting is required.
• Minimum of five (5) years of related work experience.
• Excellent interpersonal, written, and communication skills. Must be able to convey information effectively to a diverse student body, faculty, and staff population.
• Must be dependable and adhere to college and department policies relating to punctuality, attendance, leave time and work breaks.
• Must be well organized, detail-oriented, able to monitor and track processes, and able to follow through on assignments and tasks until completion.
• Demonstrated technology proficiency with Google programs (Drive, etc.), Gmail, Excel. Word. PowerPoint, Adobe Sign and Zoom.
• Ability to become proficient in College’s systems such as Ellucian Colleague, Moodle, and other software.
• Must be able to initiate, anticipate, and respond to issues and situations while maintaining a sense of humor.
• Must be a self-starter who will work to continually improve procedures and processes and develop better services for faculty and all academic personnel.
• Ability to work as a team player as well as independently with minimal supervision.
• Must maintain a high standard of accuracy in creating and maintaining data, records, and report information.
• Excellent time management skills to ensure that multiple, competing priorities and tasks will be handled and accomplished in a timely and accurate fashion.
• Ability to maintain confidentiality of student and employee records.
• Flexibility to work outside normal business hours (e.g., commencement, etc.) required.
• Excellent interpersonal skills and an ability to work flexibly within a fast-paced working environment.

Benefits:

• Comprehensive package of medical plan options including a health savings account, dental, vision, disability coverage, and life insurance plans.
• Generous paid time off (PTO) for vacation, sick, and personal days, as well as numerous paid holidays each year.
• Paid Winter break (December 24-January 1.
• 403(b) Retirement Plan.
• Initiatives that promote overall wellness and a healthy work culture.
• Annual Years of Service Luncheon for staff.
• Paid Community Work Day each year to volunteer in the community.
• Paid time off on Election Day in order to vote.
• Mission-driven culture where people are welcoming, supportive, and love what they do.

TO APPLY

Applications include a letter of interest demonstrating a commitment to non-discrimination, inclusion, and the mission of the College, a current resume/CV, and contact information for three professional references, submitted in separate documents, via email to: Cheryl Smith, Director of Human Resources, at [email protected]. Applications will be accepted, and review of candidates will begin immediately and will continue until the position is filled.