Executive Assistant, Academic Affairs

Position Summary :

Responsible for delivering executive support to Johnson County Community College’s (JCCC’s) Vice President of Academic Affairs (VPAA) / Chief Academic Officer (CAO).

Coordinate, prepare, and distribute reports, communications, agendas, reference materials, and minutes for the VPAA with regard to college-wide and Academic Affairs committees.

Required Qualifications :

• Career-level professional within field.
• Considered highly skilled and proficient in discipline.
• Conducts complex, important work under minimal supervision and with wide latitude for independent judgment.
• Requires a bachelor's degree and 6+ years of relevant experience or High School diploma with 10+ years of relevant experience.

To be considered for this position we will require an application, resume, and cover letter.

• Unofficial transcripts are required for all Adjunct faculty and Faculty positions.
• Assess, prioritize, address, and fulfill internal and external requests for project coordination and management as assigned by the VPAA / CAO.
• Coordinate, prepare, and distribute reports, communications, agendas, reference materials, and minutes for the VPAA with regard to college-wide and Academic Affairs committees, councils, and taskforces.

Coordinate closely with the EVP, VPAA, the President’s Office, Trustees, and other senior leaders. Provide accurate and complete information and updates to all stakeholders regarding various projects and initiatives.

• Manage the VPAA / CAO budget, including developing, entering, monitoring, and reconciling various details.
• Provide leadership, guidance, training, and assistance for all Administrative Assistants throughout the Academic Branch, acting as a final check for all operational issues when questions arise.

Recommend processes, procedures, guidelines, and workflows while implementing changes that have been coordinated with other campus areas. - (Essential)

• Develop and distribute accurate and timely reports, agendas, materials, and meeting minutes. Research, compile, and maintain records and information.
• Handle operational duties to allow the VPAA / CAO to focus on higher-level strategic tasks. Facilitate effective and efficient operations across the department by managing administrative aspects of the day-to-day activities, including composing correspondence, scheduling meetings, editing, and proofreading documents, managing expenses, and handling inquiries.

Arrange travel plans, itineraries, and agendas as needed.

• Manage a wide variety of projects and activities at the request of the VPAA / CAO by :
• prioritizing, organizing, and executing work,
• conducting research,
• tracking progress to completion,
• facilitating communications,
• and archiving documents as needed, including those of a sensitive or confidential nature.
• Greet faculty, staff, students, or other visitors to the Office of the VPAA / CAO in a welcoming and responsive manner.
• Coordinate schedules and events for the VPAA / CAO with internal and external constituents. Oversee the VPAA’s complex schedules, ensuring they are followed and respected.

Resolve overlapping commitments and protect time for shifting priorities.

Provide a bridge for smooth communication between the VPAA / CAO’s office and other internal departments, demonstrating leadership to maintain credibility, trust, and support.

Display initiative, discretion, and a high level of independent judgment at all times.

Work closely and effectively with the VPAA / CAO to keep them informed of upcoming commitments and responsibilities, following up appropriately as necessary.

Act as a barometer , having a sense of issues taking place around JCCC.

Maintain extensive knowledge of the VPAA / CAO’s roles, responsibilities, and daily operations. Uphold extensive knowledge of JCCC policies and procedures related to the VPAA / CAO’s Office, as well as the President’s Office, Board of Trustees, and other senior leaders.

Assist the VPAA / CAO in the interpretation and application of JCCC policies, practices, and procedures.

Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.