Executive Assistant to the Vice President of Academic Affairs
Nicolet College
Job Description
Position Summary: The Executive Assistant to the Vice President of Academic Affairs provides comprehensive support to the Office of the Vice President and the Associate Vice President. This role involves coordinating Academic Leadership Team (ALT) meetings, managing administrative tasks, and increasing awareness of initiatives within the Academic Affairs unit. The Executive Assistant serves as the initial contact for Academic Affairs, provides oversight of advisory committee activities, and provides training and mentorship to support specialists in Academic Affairs. The position also involves coordinating events, supporting faculty affairs, and managing data and reports to monitor the effectiveness of academic programs and initiatives.
Primary Duties and Responsibilities: (List is not all-inclusive; other duties may be assigned.)
Administration
· Provide direct support for the Vice President of Academic Affairs (VPAA).
· Coordinate Academic Leadership Team (ALT) meetings. Develop meeting agendas, draft minutes
and conduct follow up activities.
· Reserve meeting rooms, catering, and /or equipment as needed for in-person meetings and events.
· Serve as the initial contact for Academic Affairs, ensuring all visitors are greeted and directed
appropriately.
· In collaboration with the Chief of Staff, increase awareness of initiatives and events across the
Academic Affairs unit. Provide regular updates through varied media to the College and community
to engage stakeholders, promote events, and recognize the accomplishments of the unit.
· Develop forms, reference guides, and for the Academic Affairs. In collaboration with Marketing,
develop promotional materials for the unit.
Academic Affairs
· Ensure currency of the advisory committee member directory. Assist in the recruitment of new
advisory committee members. Coordinate orientation for new advisory committee members.
· Provide training and mentorship to Support Specialists across the Academic Affairs unit. Lead and
facilitate monthly meetings for the group to inform best practice.
· Coordinate and support events sponsored by the Academic Affairs unit.
· Serve as a representative of Academic Affairs on college teams and committees such as the
commencement planning committee.
· Coordinate and organize events for the Academic Affairs unit. Provides support for Academic
Leadership and Academic Services team meetings and projects sponsored by these teams.
· Set up meetings, coordinate teamwork and technology connections, catering, travel arrangements,
payment authorizations for purchases and travel expenses.
· Provide input and support to the development and revision of policies and procedures. Maintain a
tracking system to ensure a regular cycle of review.
· Communicate ESM system updates to Academic Leadership Team (ALT).
Faculty Affairs
· Serve as a liaison between the Vice President of Academic Affairs and faculty, facilitating communication and ensuring that all relevant information is shared.
· Coordinate annual review and updates to the Advisory Committee Handbook.
· In support of the Academic Leadership Team, provide support of faculty requests for travel and attendance at meetings/conferences.
· Maintain faculty lists and workload calculations. Assist Human Resources, Academic Deans and the VPAA to issue faculty contracts, excess appointment letters, and adjunct faculty limited appointment letters.
· Provide support to the standardized syllabus submission process in collaboration with Academic Deans and Academic Services.
Data Management and Reports
· Create and manage year-end reports used to monitor annual goals set by the Academic Affairs unit.
· Produce annual program assessment reports for initiatives including K12 and experiential learning
to evaluate the effectiveness of academic programs, including student learning outcomes,
assessment methods, and program improvements.
· Collaborate with the Academic Liaison Officer and Program Directors to provide support of reporting
requirements for institutional and programmatic accreditation.
· Produce various reports for the Academic Affairs unit including budget reports, room usage reports,
faculty workload assignments, etc.
Knowledge, Skills, and Abilities:
· Understanding of higher education operations, specific to Academic Affairs.
· Extensive and demonstrated knowledge and ability in Microsoft Office applications, data analysis
tools, document management systems, project management tools, and design software.
· Demonstrated ability to compile data for reports, to compose appropriate correspondence, and to
maintain accurate, up-to-date files and records.
· Experience establishing and maintaining partnerships with external organizations, such as employers,
community partners, and state agencies.
· Ability to maintain confidentiality. Knowledge of the Family Education Rights and Privacy Act (FERPA),
· Willingness to take initiative, work independently and make decisions with minimal direction. Must
demonstrate strong organizational and time management skills with the ability to prioritize projects
with routine assignments.
· Excellent written and verbal communication skills, including the ability to interact with internal and
external individuals and groups to achieve optimal results.
· Demonstrated success in a team environment. The ability to work collaboratively to plan and
coordinate services and design and implement programs and events.
· Demonstrated ability to work effectively with diverse populations by promoting and maintaining an
inclusive work environment and culture that is respectful and accepting of diversity.
Physical Demands:
The physical demands described are representative of those that must be met by an employee to
successfully perform the essential functions of the job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
· While performing the duties of this job, the employee will be exposed to normal office conditions and
usual office equipment such as telephone, personal computer, printers/copiers, reports and files.
· The employee will be constantly required to sit, talk, hear, and type/write.
· The employee will be frequently required to stand, walk, touch/handle/grasp (using hands and fingers), and reach with hands and arms.
· The employee must occasionally bend or squat and lift and/or push up to 25 pounds of general office items.
· Specific vision abilities required by this job include close, far, and field of vision.
· This position requires regular and punctual employee presence. Required Qualifications:
· Associate’s degree in Administrative Professional, Office Management, Business Management, or
other related area.
· A minimum of three years’ experience in an educational setting, with apprenticeship, or in community
engagement.
· Possession of a valid Driver’s License.
· Experience with project management.
Preferred Qualifications:
· Bachelor's degree in business, education, communications, or a related field.
· Experience in advising; student support; support of apprenticeship, service learning, or internships is
preferred.
· Understanding of higher education operations including admissions, advising, recruitment, career
planning, employment services and student success preferred.
· Related industry recognized certifications such as Certified Associate in Project Management (CAPM),
Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS).
Compensation:
The salary is commensurate with qualifications and experience. Includes a comprehensive benefits package.
Application Procedure:
Apply at nicoletcollege.edu/employment. Attach a cover letter addressing how your background and experience are consistent with the required and preferred qualifications of the position, a current resume, and unofficial college transcripts. Applications received by 4 p.m. on Friday April 4th, 2025, will receive full consideration. The position will remain open until filled.
Nicolet Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in employment, admissions or its programs or activities.
Primary Duties and Responsibilities: (List is not all-inclusive; other duties may be assigned.)
Administration
· Provide direct support for the Vice President of Academic Affairs (VPAA).
· Coordinate Academic Leadership Team (ALT) meetings. Develop meeting agendas, draft minutes
and conduct follow up activities.
· Reserve meeting rooms, catering, and /or equipment as needed for in-person meetings and events.
· Serve as the initial contact for Academic Affairs, ensuring all visitors are greeted and directed
appropriately.
· In collaboration with the Chief of Staff, increase awareness of initiatives and events across the
Academic Affairs unit. Provide regular updates through varied media to the College and community
to engage stakeholders, promote events, and recognize the accomplishments of the unit.
· Develop forms, reference guides, and for the Academic Affairs. In collaboration with Marketing,
develop promotional materials for the unit.
Academic Affairs
· Ensure currency of the advisory committee member directory. Assist in the recruitment of new
advisory committee members. Coordinate orientation for new advisory committee members.
· Provide training and mentorship to Support Specialists across the Academic Affairs unit. Lead and
facilitate monthly meetings for the group to inform best practice.
· Coordinate and support events sponsored by the Academic Affairs unit.
· Serve as a representative of Academic Affairs on college teams and committees such as the
commencement planning committee.
· Coordinate and organize events for the Academic Affairs unit. Provides support for Academic
Leadership and Academic Services team meetings and projects sponsored by these teams.
· Set up meetings, coordinate teamwork and technology connections, catering, travel arrangements,
payment authorizations for purchases and travel expenses.
· Provide input and support to the development and revision of policies and procedures. Maintain a
tracking system to ensure a regular cycle of review.
· Communicate ESM system updates to Academic Leadership Team (ALT).
Faculty Affairs
· Serve as a liaison between the Vice President of Academic Affairs and faculty, facilitating communication and ensuring that all relevant information is shared.
· Coordinate annual review and updates to the Advisory Committee Handbook.
· In support of the Academic Leadership Team, provide support of faculty requests for travel and attendance at meetings/conferences.
· Maintain faculty lists and workload calculations. Assist Human Resources, Academic Deans and the VPAA to issue faculty contracts, excess appointment letters, and adjunct faculty limited appointment letters.
· Provide support to the standardized syllabus submission process in collaboration with Academic Deans and Academic Services.
Data Management and Reports
· Create and manage year-end reports used to monitor annual goals set by the Academic Affairs unit.
· Produce annual program assessment reports for initiatives including K12 and experiential learning
to evaluate the effectiveness of academic programs, including student learning outcomes,
assessment methods, and program improvements.
· Collaborate with the Academic Liaison Officer and Program Directors to provide support of reporting
requirements for institutional and programmatic accreditation.
· Produce various reports for the Academic Affairs unit including budget reports, room usage reports,
faculty workload assignments, etc.
Knowledge, Skills, and Abilities:
· Understanding of higher education operations, specific to Academic Affairs.
· Extensive and demonstrated knowledge and ability in Microsoft Office applications, data analysis
tools, document management systems, project management tools, and design software.
· Demonstrated ability to compile data for reports, to compose appropriate correspondence, and to
maintain accurate, up-to-date files and records.
· Experience establishing and maintaining partnerships with external organizations, such as employers,
community partners, and state agencies.
· Ability to maintain confidentiality. Knowledge of the Family Education Rights and Privacy Act (FERPA),
· Willingness to take initiative, work independently and make decisions with minimal direction. Must
demonstrate strong organizational and time management skills with the ability to prioritize projects
with routine assignments.
· Excellent written and verbal communication skills, including the ability to interact with internal and
external individuals and groups to achieve optimal results.
· Demonstrated success in a team environment. The ability to work collaboratively to plan and
coordinate services and design and implement programs and events.
· Demonstrated ability to work effectively with diverse populations by promoting and maintaining an
inclusive work environment and culture that is respectful and accepting of diversity.
Physical Demands:
The physical demands described are representative of those that must be met by an employee to
successfully perform the essential functions of the job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
· While performing the duties of this job, the employee will be exposed to normal office conditions and
usual office equipment such as telephone, personal computer, printers/copiers, reports and files.
· The employee will be constantly required to sit, talk, hear, and type/write.
· The employee will be frequently required to stand, walk, touch/handle/grasp (using hands and fingers), and reach with hands and arms.
· The employee must occasionally bend or squat and lift and/or push up to 25 pounds of general office items.
· Specific vision abilities required by this job include close, far, and field of vision.
· This position requires regular and punctual employee presence. Required Qualifications:
· Associate’s degree in Administrative Professional, Office Management, Business Management, or
other related area.
· A minimum of three years’ experience in an educational setting, with apprenticeship, or in community
engagement.
· Possession of a valid Driver’s License.
· Experience with project management.
Preferred Qualifications:
· Bachelor's degree in business, education, communications, or a related field.
· Experience in advising; student support; support of apprenticeship, service learning, or internships is
preferred.
· Understanding of higher education operations including admissions, advising, recruitment, career
planning, employment services and student success preferred.
· Related industry recognized certifications such as Certified Associate in Project Management (CAPM),
Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS).
Compensation:
The salary is commensurate with qualifications and experience. Includes a comprehensive benefits package.
Application Procedure:
Apply at nicoletcollege.edu/employment. Attach a cover letter addressing how your background and experience are consistent with the required and preferred qualifications of the position, a current resume, and unofficial college transcripts. Applications received by 4 p.m. on Friday April 4th, 2025, will receive full consideration. The position will remain open until filled.
Nicolet Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in employment, admissions or its programs or activities.
