Executive Associate for Academic Affairs

Job Description

Job Description

Overview

Now Hiring! Executive Associate
???? Location: Academic Affairs

???? Schedule: M-F, 8:30am-5:00pm

???? Pay: $23.08-24.10 per hour
???? Position Type: Full-Time

Why Join Canisius University

Canisius University serves approximately 2,500 undergraduate and graduate students. As a Catholic and Jesuit University, Canisius has its foundation in the fundamental values of academic excellence, leadership, faith and social justice. Canisius is committed to educating and preparing men and women to become leaders in their professions and their communities, and in service to humanity. The University is an equal opportunity employer committed to recruiting, supporting, and fostering a diverse community of outstanding faculty, staff, and students.

What We Offer:

✅ Salary: $23.08-24.10 per hour*

✅ Comprehensive Insurance Benefits – Health, Dental, Vision, Life and Long-Term Disability available the first of the month after the employee’s date of hire
✅ 403(b) with Company Contribution – Plan for your future with confidence – contribution from the university is available after one year of employment
✅ Paid Time Off – Includes vacation time, personal time, sick time, and paid holidays
✅ Tuition Benefits – Available for full-time employees and their qualified dependents

*Please note that the compensation information is a good faith estimate of the base pay for this position. The selected candidate’s compensation package for this position will be provided during the interview process.

Your Role as Executive Associate for Academic Affairs:

Manage the day-to-day operations of the Office of Academic Affairs, including providing organizational and communications support to the Vice President, Associate Vice President, and Assistant Vice President for Academic Affairs. The Executive Associate serves as the primary point of contact for both internal and external constituencies, assisting and representing the Vice President and Associate Vice President by addressing multiple incoming issues and concerns as they arise. Manage special projects for the vice president as they are assigned. This is a full-time position with a regular work schedule from Monday through Friday, 8:30 am through 5:00 pm, except for selected instances and events as determined by the workload.

Key Responsibilities:

• Act as the primary point of contact for both internal and external constituencies for the Office of Academic Affairs
• Manage schedule and day-to-day operations and administrative support for VPAA and AVPAAs as needed.
• Monitor scheduling activity for Board of Trustees Academics Committee, Senior Leadership Team, Committee on Faculty Status and Faculty Senate meetings.
• Coordinate regular communications to key Academic Affairs stakeholders.
• Oversee necessary social media accounts and Academic Affairs websites and ensure accuracy.
• Supervise support staff and student employees.
• Process employee transactions including but not exclusive to annual Academic Affairs appointment letters, stipend payments worksheet, payroll requests.
• Procard transactions, direct pay requests, honorarium payments, employee travel arrangements and expense reimbursements, new vendor set up and assist with procurement of goods and services for VPAA, Academic Affairs Endowments, Diversity & Inclusion, and COLI.
• Prepare annual budget analysis for Academic Affairs Division – provide justification for variance.
• Provide administrative support for C-STEP Program.
• Manage special projects for the VP as assigned.
• Research and compile information as needed.
• Prepare draft reports/presentations as needed.
• Assist with the VP’s correspondence.
• Ignatian Scholarship Day, Academic Awards Ceremony, Commencement, Honors Convocation, Academic Affairs and divisional meetings, etc.
  • Coordinate volunteer training and assignments.
  • Ad hoc support to Events Management, including: budgets, seating assignments/labels, certificate preparation, invitation letters, coordinating RSVP’s, etc.
• Provide Committee support for Faculty Senate, Committee on Faculty Status, Board of Trustees Academic Affairs Committee, CEEP Selection Committee.
• Maintain Faculty Evaluative Files and Chairs/Director designation in Banner.
• Faculty Senate
  • Maintain roster, working with the Faculty Senate.
  • Assist with scheduling meetings, prepare minutes, retain files, prepare agendas, and send out communications.
  • Assist with the development of meeting agendas and committee assignments.
  • Track committee work and coordinate reporting.
• Board of Trustees – Academic Affairs Committee
  • Schedule a meeting room and refreshments.
  • Coordinate meeting technology and presentation needs.
  • Prepare meeting agenda, summary, and minutes.
  • Retain files.
  • Send out communications.
• Provide administrative support for Academic Divisions, as needed.

What You Need to Succeed:

✔ Qualifications:

Education and Certifications

• A Bachelor’s degree is preferred.

Knowledge, Skills and Abilities

• Requires strict observance of confidentiality, strong decision-making ability, close attention to detail, and accuracy and follow through.
• Professional demeanor required to effectively communicate with both internal and external constituencies including, University President and Vice Presidents, University Deans, students, parents, the business community, and the general public.
• The insight to anticipate the needs of the dean and act upon those needs without direction.
• The ability to graciously channel requests and calls appropriately, leaving the caller with the sense that Canisius University is concerned with their needs and wants to meet them.
• The ability to anticipate schedules and deadlines and move projects forward.
• A demonstrated history of excellent judgment, self-direction and strong interpersonal skills.
• Expert level verbal and written communication skills.
• Excellent calendar management skills, including the coordination of complex meetings.
• Proficient in Banner, Microsoft Office, especially Word, Excel and PowerPoint.
• Strong organizational skills and the ability to manage multiple and diverse projects while meeting daily deadlines
• The ability to work evenings and weekends.
• Must be eligible to work in the United States.

Experience

• Minimum 3 to 5 years demonstrated administrative support experience.

???? Apply Today!

To apply, go to - canisius/employment -canisius. The review of applications begins immediately and will continue until the position is filled. Please include your cover letter, resume and three references with their contact information, with your application.

The Office of Human Resources at Canisius University utilizes an online recruitment management system.

Individuals who need reasonable accommodation under the ADA in order to participate in the search process should contact the office of human resources at View phone number on us.fitly.work.

Important Information:

???? Canisius University participates in E-Verify to confirm employment authorization. The E-Verify process is completed alongside the Form I-9 on or before your first day of work. For more details, visit and search "E-Verify."