Executive Assistant to the Vice President of Academic Affairs

Job Description

Job Description

Department: Academic Affairs
Reports to: Vice President of Academic Affairs
Bargaining Unit: Management Confidential
Full-time: 35 hours per week, 12 months per year
Application Deadline: Open until filled
Priority Screening: November 4, 2026

Position Summary:Reporting directly to the Vice President for Academic Affairs (VPAA), this position serves as a trusted partner within the Office of Academic Affairs. The incumbent is responsible for managing executive-level administrative functions as well as cross-departmental collaboration to help ensure the efficient and effective functioning of the division. Acting as a resource to both internal and external stakeholders, the role requires exceptional judgment and discretion in handling confidential information. This position provides direct support to the VPAA and manages complex scheduling and communication workflows. A strong knowledge of institutional systems, excellent communication skills, and the ability to lead projects from conception to execution are essential for success in this role.

Key Responsibilities: Executive Operations & Communications

• Executive Support: Manage the VPAA’s professional calendar, prioritize email communications, and generate routine and ad hoc data reports using the Banner system.
• Document & Structure Management: Review all Academic Affairs forms for policy compliance before final submitting to the VPAA for approval. Maintain the divisional organizational chart.
• Office Leadership: Supervise administrative office staff and direct project planning and execution to ensure timely and effective outcomes.

Academic Program Administration & Compliance

• Program & Initiative Liaison: Assist in the processing of new academic program proposals and modifications to existing programs in compliance with SUNY guidelines.
• Process Coordination: Oversee the cross-departmental execution of major institutional processes, including Dean’s/President’s List letters and faculty absence reporting.
• Procedural Improvement: Identify operational gaps and lead cross-departmental collaborations to implement updated institutional procedures.

Fiscal Management & Budgetary Oversight

• Budget Oversight: Support the VPAA in divisional budget planning, monitor expenditures, and ensure alignment with institutional priorities.
• Travel: Oversee the faculty Professional Development process; offer guidance on travel policy and procedure, and assist with faculty requests, payments, reimbursements.
• Vendor & Invoice Processing: Manage timely payment processing for academic and institutional vendors.

Contractual & Legal Compliance

• Contract Consultation: Provide consultation to stakeholders on faculty contractual requirements, institutional policies, and hold-harmless field trip agreements.
• Cross-Functional Collaboration: Partner with College Counsel, HR, and Payroll on the faculty collective bargaining agreement, contract interpretation, and handling of confidential records.
• Process Management: Support the VPAA in contractual workflows including faculty load forms, promotions, department chair elections/evaluations, and specialized addenda.

Stakeholder Engagement & Collaboration

• High-Level Coordination: Serve as a central point of contact connecting the President’s Office, VPAA, Deans, Registrar, HR, Payroll, and Finance.
• Staff Advisory: Provide support to academic department assistants, resolving systemic operational challenges and escalating concerns to the VPAA.
• External Liaison: Serve as the institutional manager for the SUNY Center for Professional Development, overseeing communications and employee registrations.

Student & Faculty Support Services

• Issue Resolution: Triage student complaints and collaborate with relevant departments to achieve timely resolutions.
• Academic Appeals: Manage the student academic appeal process, ensuring adherence to timelines and compliance across students, faculty, and committees.
• Mandate Enforcement: Partner with academic chairpersons and faculty to ensure compliance with institutional mandates, procedures, and deadlines.

Other Duties as Assigned

• Other Duties: Perform other job-related duties and special projects as assigned.

Qualifications:

• Bachelor’s Degree from an accredited college or university and at least two (2) years of office administration experience. Support of a senior level administrator preferred.
• Demonstrated ability to work independently, exercise sound and ethical judgment, and handle sensitive information with compassion, discretion, and professionalism.
• Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and deliver accurate, high-quality work in a timely manner.
• Excellent written and verbal communication skills, with the ability to interact professionally with diverse internal and external stakeholders.
• Proficient in maintaining secure digital and physical records, preparing reports and correspondence, and learning, interpreting, and explaining College policies and procedures relevant to assigned responsibilities.
• Advanced problem-solving and critical thinking skills, including the ability to analyze complex situations, evaluate alternatives, anticipate outcomes, and implement effective, well-informed solutions.
• Experience in Higher Education and demonstrated familiarity with post-secondary educational administration preferred.  

And

• Commitment to community college goals and objectives of providing quality programs and services for culturally, socio-economically, ethnically, and academically diverse students and students with disabilities; personal qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students with diverse abilities and interests.

Salary:An initial starting salary of $57,000 -$65,000 will be commensurate with education, training, and experience with an excellent benefits package. This position is contingent upon adequate funding.

Additional Information:SUNY Ulster offers a competitive benefits package including medical, dental, and vision, life insurance, NYS or SUNY TIAA Retirement Plan, SUNY Perks, tuition waivers, including dependent waivers, and tuition assistance.

In addition, Management Confidential employees receive, on an annual basis: 24 vacation days, 12 sick days, 6 personal days, and 15 holidays which includes 3 floating holidays.  In addition, the College is closed on the day prior to Thanksgiving, and between December 26 - January, 1, known as the Holiday Curtailment. 
Application Process:The position is open until filled. However, to ensure consideration, application materials should be received by November 4, 2026 at 4:00 pm EST to be given priority consideration. Applications received after the deadline are not guaranteed to be reviewed. SUNY Ulster reserves the right to close, continue, cancel, postpone or restart the recruitment at any time.

Applicants must submit the following materials to be considered for the position:

• Resume or CV
• Cover letter which discusses your qualifications and interest in the position
• 3 professional references

Please submit only materials requested. All documents included in your application file become the property of the College. Applicants who fail to submit all required materials will not be considered.

We invite you to be part of a dedicated community of learners in an academic department that puts students first. Please go to for additional campus community information.

SUNY Ulster is an Affirmative Action/Equal Opportunity Employer. The college encourages applications from all qualified applicants. This position is contingent upon adequate funding. Offer and assignment of employment is subject to verification of all information provided on the employment application, credentials, transcripts, fingerprint check, verification of the right to work in the United States and all other required pre-employment conditions are met.

Applicants who are protected under the Americans with Disabilities Act and who, due to a disability, require accommodations for completing the application process, testing (if required for the position), or the interview, should notify the Human Resources Office 10 working days before the accommodation is required.

Neither the smoking of tobacco (nor other substances) nor the use of electronic vaporizers is permitted on the campus grounds.

SUNY Ulster does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews.  All interviewing costs incurred will be the responsibility of the applicant. Meeting the minimum qualifications does not guarantee an interview. Internal applicants are not guaranteed an interview.

Conditions of EmploymentEmployment with SUNY Ulster is not complete or official until applicants meet all pre-employment requirements, and the Board of Trustees has approved. Offer and assignment of employment is subject to verification of all information provided on the employment application, fingerprint check, verification of the right to work in the United States and all other required pre-employment conditions are met.

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