Administrative Assistant to the Vice-President of Academic and Workforce Education - Community College System of New Hampshire

SCOPE OF WORK: Oversees the daily operations of the Academic Affairs Office, including the coordination of office functions and activities and the supervision of administrative support staff and provides administrative support to the Vice President of Academic and Workforce Education. Monitors and tracks department activities; coordinates special projects; assembles documents and materials for meetings. This position reports to the Vice-President of Academic and Workforce Education at NHTI, Concord’s Community College.

ACCOUNTABILITIES:

• Oversees the day-to-day office operations of the Academic Affairs Office including the onboarding, supervising, training, and evaluating administrative support staff assigned to the Academic Affairs Office and academic departments; managing office operations and activities; developing, updating, and implementing office processes and technologies designed to enhance effectiveness; and maintaining compliance with CCSNH and NHTI policies and procedures.
• Serves as the Administrative Assistant to the Vice President of Academic and Workforce Education (VPAWE), with responsibility for performing various secretarial and administrative support functions such as preparing correspondence, reports, and meeting minutes; filing; maintaining database systems; record-keeping; responding to information requests and inquiries; and coordinating various activities and projects, as assigned.
• Serves as the first point of contact for the Academic Affairs Office.
• Gathers and summarizes data associated with course offerings and assignments to prepare workload assignment letters for full-time faculty and appointment notices for adjunct faculty.
• Prepares the payroll manifests for adjunct faculty and for FEO and FAO assigned to full-time faculty.
• Enters course information and other academic data into Banner and updates such data, as needed.
• Coordinates the onboarding/orientation of full-time and adjunct faculty including IT and office set-up, as needed.
• Works directly with NHTI and CCSNH students, faculty, and staff, as well as the general public, to respond professionally to requests for information (via telephone, paper or electronic mail, or in person) regarding academic policies and procedures and to address complaints/concerns.
• Manages records, information/documentation for the Academic Affairs in keeping with policies and procedures.
• Conducts research appropriate to the needs of the Academic Affairs Office; prepares reports utilizing the college’s student records database and/or self-created databases, Internet search engines, library resources, etc.
• Works with the VPAWE, academic department chairs, and students to manage the academic standards process, including notifications of academic honors, academic warnings, program/college suspensions, dismissals, and student appeals.
• Works collaboratively with NHTI and CCSNH offices/departments as needed to support the mission of the college; participates on NHTI and CCSNH teams, as appropriate.
• Complies with all college, system, state and federal rules and regulations.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education: Associate’s degree

Experience: Five years’ experience in varied office management work including supervisory experience.

License/Certification: None required.

DESIRED QUALIFICATIONS: Working knowledge of current Microsoft Office applications, and database construction and management. Familiarity with academic management and student information systems, such as Banner.

RECOMMENDED WORK TRAITS: Knowledge of modern principles and practices of public or business administration. Knowledge of modern office management methods. Knowledge of basic principles and practices of accounting and human resources management. Ability to plan, organize, assign, and direct the work of others. Ability to gather, assemble, correlate, and analyze facts and develop solutions to administrative problems. Ability to develop, implement, and evaluate operational policies and procedures. To exercise proper judgement and discretion in applying and interpreting departmental policies and procedures. Ability to express ideas clearly and concisely in writing and orally. Ability to understand and carry out complex written or oral instructions. Ability to establish and maintain effective working relationships with management, colleagues, students, and other key stakeholders. Ability to work independently and exercise sound judgment in the performance of duties. Must be willing to maintain an appearance appropriate to assigned duties and responsibilities as determined by the college appointing authority.

DISCLAIMER STATEMENT: The supplemental job description lists typical examples of work and is not intended to include every job duty and responsibility specific to a position. An employee may be required to perform other related duties not listed on the supplemental job description provided that such duties are characteristic of that classification.

Notice of Non-Discrimination: The Community College System of New Hampshire is an equal opportunity employer. The Community College System of NH does not discriminate on the basis on race, creed, color, religion, national or ethnic origin, age, sex, sexual orientation, gender identity and expression, physical or mental disability, genetic information, or law enforcement, or military, veteran, or marital status.