Administrative Assistant Academic Affairs

Job Description

Job Description

POSITION SUMMARY:

The Administrative Assistant for Academic Affairs provides comprehensive administrative support to the Academic Leadership Team and the Office of the Provost as needed. This hybrid position supports complex calendar management, academic operations, and academic-related events. The role is hybrid and requires presence at the Main Campus and Post Downtown in Waterbury as needed.

ESSENTIAL FUNCTIONS:

· Manage and prioritize multiple complex Outlook calendars for Academic Leadership.

· Schedule meetings, appointments, and cross-departmental collaborations.

· Coordinate logistics for special projects, including professional development initiatives for Academic Affairs.

· Assist in planning and execution of academic-related events.

· Prepare agendas, track action items, and support follow-up communications.

· Maintain accurate files, meeting minutes, and accreditation-related documents.

· Assist with purchasing processes, including purchase orders, invoices, and reimbursements.

· Provide support for strategic initiatives, including visiting programs.

· Serve as a liaison between Academic Leadership and other university departments.

· Provide operational and administrative support to the Office of the Provost as needed.

· Collaborate with administrative staff across Academic Affairs.

· Assist with oversight of student workers as needed.

CORE COMPETENCIES:

· Demonstrated ability to maintain confidentiality and handle sensitive information

· Proven success working in a collaborative, cross-functional professional office setting

· Exceptional attention to detail and commitment to accuracy

· Flexibility and adaptability in a fast-paced, evolving environment

MINIMUM QUALIFICATIONS & COMPETENCIES

To perform this role successfully, candidates must be able to carry out each essential function satisfactorily. The qualifications listed below reflect the knowledge, skills, and abilities required. Reasonable accommodation will be provided to enable individuals with disabilities to perform essential functions.

QUALIFICATIONS:

The successful candidate will possess an associate’s degree; a bachelor’s degree is preferred.

· Strong proficiency in Microsoft Office applications, including Outlook (email and calendar management) and Excel.

· Demonstrated project management skills.

· Willingness to learn and adapt to new systems, including LMS platforms and tools such as Power BI.

· Excellent interpersonal and written communication skills.

· Ability to manage multiple priorities in a fast-paced academic environment.

COMPETENCIES INCLUDE:

· Analytical- Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.

· Culture Influencer-Builds a culture of accountability, innovation, and service excellence that reflects Post’s student-centered mission and collective academic and University vision.

· Business Acumen – Understands business implications of decisions; supports organization’s goals and values; displays orientation to profitability; demonstrates knowledge of market and competition; aligns work with strategic goals.

· Change Management – Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; prepares and supports those affected by change.

· Facilitator-Coaches teams to lead without ego, collaborate across boundaries, and operate as one university community, honoring that Post’s schools are interdependent and aligned, not siloed.

· Design – Generates creative solutions; uses feedback to modify designs; applies design principles; demonstrates attention to detail.

· Mission Aligned-Embodies and champions Post University’s non-negotiable behaviors, fostering a unified academic and operational culture across all four schools and institutional partners.

· Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethics; upholds organizational values.

· Judgment – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making processes; makes timely decisions.

· Leadership – Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences action and opinions of others; inspires respect and trust; accepts feedback from others.

· Oral & Written Communication – Has proven writing and editorial skills. Speaks and writes clearly, informatively, and persuasively in positive or negative situations; varies style to meet needs; listens and gets clarification; responds well to questions; demonstrates group presentation skills; presents data effectively.

· Problem Solving – Identifies and resolves problems promptly; gathers and analyses information skilfully; develops alternative solutions; works well in group problem-solving situations; uses reason, especially when dealing with emotional topics.

· Professionalism – Tactfully approaches others; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for their own actions; follows through on commitments.

· Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

· Reinforces that command-and-control leadership does not succeed at Post.

· Technology utilization in education – Demonstrates utilization and integration of technology.