Executive Coordinator for Office of the Vice President of Academic Affairs

$40,789 - $41,963 yearly
  • Salish Kootenai College
  • Pablo, MT, USA
  • May 14, 2024
Full time Admin-Clerical Education

Job Description

General Summary:

The Executive Coordinator for the Office of the Vice President of Academic Affairs (EC-VPAA) plays a pivotal role in supporting the academic leadership of Salish Kootenai College (SKC). This position requires exceptional organizational skills, attention to detail, and working effectively in a fast-paced environment. The EC-VPAA will be responsible for providing administrative support for the Vice President of Academic Affairs (VPAA) and their initiatives directly, as well as coordinating various academic initiatives, particularly those related to: the undergraduate and graduate curriculum committees, onboarding, professional development, supporting grant writing and coordination, and support of new, current, and adjunct faculty members.

Major Duties & Responsibilities:

  • Maintaining strict confidentiality and discretion when frequently working with highly sensitive, proprietary information.
  • Perform clerical duties with accuracy and efficiency.
  • Greet and direct visitors in a kind and courteous manner.
  • Provide information to students and make referrals to appropriate resource persons when needed.
  • Screen incoming calls and take/deliver messages with confidentiality.
  • Sort incoming mail, email, and correspondence. Assist with urgent emails.
  • Schedule and maintain the Vice President’s appointment calendar. Maintain accurate filing system for the department.
  • Format and compose written documents and communications electronically and in hard copy.
  • Assist with grant writing, coordination, and reporting, as needed.
  • Coordinate maintenance and ordering of office supplies and equipment.
  • Keep office equipment in operational mode.
  • Complete travel arrangements.
  • Ability to complete projects accurately while dealing professionally with numerous interruptions.
  • Willingness and ability to attend events and other work functions outside of a traditional work schedule, including weekends and evenings, when required.
  • Coordinate and oversee the management of quarterly syllabi.
  • Work collaboratively with the VPAA to schedule and support the Academic Affairs Team and other appropriate meetings.
  • Support the VPAA and Chair and Vice Chair of the undergraduate and graduate curriculum committees by scheduling, calling for agenda items, preparing refreshments, recording, distributing, and filing minutes for bi-monthly UCC meetings, etc.
  • Organize, maintain, and prepare all department purchase requisitions, check requests, and departmental expenditures, including adjunct and part-time faculty mileage reimbursements and service contracts.
  • Organize, format, and complete Adjunct and Part-time Teaching Agreements and Contract for Services quarterly.
  • Coordinate with human resources and appropriate campus partners to co-develop and coordinate the onboarding process for new and adjunct faculty members, including orientation sessions and training in specific areas that support the mission and vision of SKC.
  • Co-develop, coordinate, and support the execution of professional development workshops, seminars, and training sessions for faculty members, adjuncts, and other employees to enhance their community- and culturally sustaining and -revitalizing teaching and holistic student advising and support skills, research capabilities, and professional growth.
  • Support identifying and coordinating relevant resources, speakers, and opportunities for faculty and campus-wide development and engagement.
  • Support the VPAA and others in Administration and/or the Academic Affairs Team in researching, identifying, and pursuing grant opportunities to support academic initiatives, faculty development, and program enhancements.
  • Provide support and collaboration to develop and coordinate grant proposals, budgets, and project plans.
  • Other duties, as appropriate and necessary.

Minimum Qualifications:

  • Bachelor’s degree required in Office Professions, Business, Education, Tribal Governance and Administration, Native American Studies, Social Sciences, Liberal Arts, Communication, Public Administration, or a related field. Masters degree is preferred.
  • 4 + years prior experience in academic administration, program coordination, or a related field is preferred.
  • Excellent communication and interpersonal skills, with the ability to work collaboratively with diverse stakeholders as demonstrated through the application and interview process, background checks, etc.
  • Experience in supporting grant writing, budget management, and project coordination.
  • Knowledge of higher education policies, procedures, and best practices.
  • Commitment to the mission and values of Salish Kootenai College and the communities it serves.
  • Must have the ability to maintain strict confidentiality and extreme discretion in frequently working with highly sensitive, proprietary information.