Academic Affairs Communications Coordinator and Assistant to the Vice President for Academic

Position Details

Position Information

Position Title

Academic Affairs Communications Coordinator and Assistant to the Vice President for Academic Affairs

Position Number

001221

Position Summary

Reporting to the Vice President for Academic Affairs ( VPAA ), the Academic Affairs Communications Coordinator and Assistant to the Vice President for Academic Affairs provides administrative, operational, and executive support, accommodating shifting priorities in a fast-paced environment to facilitate the effective leadership of Academic Affairs.

Assisting the VPAA in operational and administrative details and performing essential administrative functions requires a thorough knowledge of University policies, procedures, and operations and an understanding of the University’s role within the community. The Academic Affairs Communications Coordinator and Assistant to the VPAA exercises initiative and independent judgment in managing the VPAA’s schedule and the office’s daily activities. The position coordinates and produces a wide range of communications coming from the Office of Academic Affairs.

The work is fast-paced and requires excellent attention to detail. The priorities for the work to be accomplished shift frequently and are difficult to anticipate. Activities are governed by deadlines or timetables set by campus constituents, the Washburn University Board of Regents ( WUBOR ), the Kansas Board of Regents ( KBOR ), and other external entities.

This is a full-time position with a regular schedule that corresponds to the University’s normal business hours. Due to the nature of the position and the work of the Office, work beyond regular hours (nights and weekends) will at times be necessary to meet the requirements of the position.

Essential Job Functions of Position

• Maintains the VPAA’s near-term and long-range calendar, schedule of agendas for recurring meetings, anticipated retreats, conferences, WUBOR and KBOR activities, and planned speaking engagements. Prioritizes the VPAA schedule according to priorities to help ensure that appropriate time is allocated for critical strategic initiatives and key constituencies. Makes travel and accommodations arrangements and submits appropriate credit card reconciliations/travel and expense reimbursements.
• Drafts communications for the VPAA that are ready for signature in response to policy and procedure, tenure, grants, employee recognition, awards, and other operational matters within the academic division. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy with the highest attention to detail.
• Interacts extensively and serves as a liaison for the VPAA in managing productive, strategic relationships with the President’s Office, other University administrators, deans, academic leaders, faculty, staff, students, and other constituencies across the university. Represents the Academic Affairs Office on University committees as assigned.
• Ensures VPAA is well-informed of upcoming commitments and responsibilities, anticipates VPAA’s needs in preparation for meetings and events, and ensures the VPAA is fully briefed and prepared.
• Monitors progress of a wide range of programs, initiatives, and activities for the VPAA . Assesses progress on goals/priorities, follows up, and takes appropriate action to influence desired outcomes.
• Gathers information and facts and drafts communications, routine correspondence, briefings, remarks, and presentations for the VPAA as requested and appropriate.
• Reviews correspondence, reports, and presentations submitted to the VPAA ; obtains additional information and/or recommends appropriate actions.
• Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
• Prepares reports and effectively and clearly communicates with team members in a timely and professional manner.
• Organizes, verifies and coordinates all VPAA processes involved with hiring, along with pay and stipend requests for faculty, instructors, academic staff, adjuncts, and any other academic hiring.
• Reviews and processes selected purchase orders, invoices, and monthly leave reports for the VPAA area and VPAA direct reports and submits for approval.
• Organizes meetings (call for agenda items, creation of agenda, taking of minutes, follow-up, record maintenance), and prepares appropriate communications including emails, memorandums, meeting minutes with a high level of accuracy and efficiency.
• Plans and organizes events and social functions on behalf of the VPAA .
• Contributes to a working environment that is team-oriented, anticipatory, supportive, and encourages constructive feedback on performance.
• Provides administrative support as needed to all members in the Office of Academic Affairs.
• Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

• A bachelor’s degree and three years of experience that demonstrates knowledge and understanding of coordination, organization, facilitation, report analysis, writing, and promotion/outreach.
• Three or more years of relevant and progressively responsible administrative and project management work experience in a college or university or similarly complex public or private organization. Five years preferred, along with experience in higher education or an executive-level office preferred.

Knowledge, Skills & Abilities

• Demonstrated effective professional writing skills as evidenced by the candidate’s application materials. A portfolio of written work for publication may be requested at the time of application, or a skills assessment may be given.
• Proven ability to perform complex tasks, prioritize, and organize multiple projects with effective time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities.
• Demonstrated ability to coordinate and manage multiple projects simultaneously and work effectively under tight deadlines.
• Demonstrated exceptional interpersonal and communication skills, both written and oral, with a precise command of grammar, punctuation, spelling, and the correct usage of the English language. Ability to produce professional communications in the form of letters, emails and documents for the VPAA’s signature.
• Proven ability to research, gather and analyze data, compile and synthesize information and draft suggested correspondence, presentations, and reports.
• Demonstrated ability to interact and work effectively with a broad and diverse range of individuals and stakeholders at all levels of the University.
• Demonstrated ability to take the initiative and identify, propose, and deploy systems to enhance organizational management.
• Ability to maintain confidentiality and professionalism.
• Demonstrated proficiency in typical office technology and software programs, including presentation development. (i.e. Excel, Word, PowerPoint, Outlook, Adobe, Zoom, etc…) Familiarity with Ellucian and Cascade website management software preferred.
• Ability to develop and nurture professional working relationships throughout Washburn University and with stakeholders to promote the interest of the Office of Academic Affairs and the University.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

No

Special Instructions to Applicant

The interview process may require the completion of skills assessments to determine proficiency in the software and skills needed to perform the essential functions of the position. If additional testing is required, the information will be provided to candidates selected for interviews.

Advertised Pay

$23.70/hour

Work Schedule

Regular Business Hours

Benefits

For an overview of the excellent benefits package, Washburn provides employees visit
Washburn benefits.

• After completing 1 year of service in a benefits-eligible position, the University will contribute an amount equal to 10% of base pay into an employee’s defined contribution plan with TIAA .
• After one year of continuous employment, eligible employees may officially enroll in University courses for credit or audit without having to pay applicable tuition and fees. Law School Courses excluded.

Full-time/Part-time

Full Time

Average Hours per Week

40

Months per Year

12

FLSA

Non-Exempt

FTE

1

EEO Statement

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Detail Information

Posting Number

S0432P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

No

Anticipated Start Date

08/29/2022

Position End Date (if temporary)

For earliest consideration apply by

08/24/2022

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/5041
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a Bachelor's degree?
   • Yes
   • No
   • Yes, by the end of semester of hire.
2. * Do you have at least three years of experience that demonstrate knowledge and understanding of coordination, organization, facilitation, report analysis, writing, and promotion/outreach?
   • Yes
   • No
3. * Do you have three or more years of relevant and progressively responsible administrative and project management work experience in a college or university or similarly complex public or private organization?
   • Yes
   • No

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents