Administrative Assistant, Academic Affairs - American International College in Springfield Massachusetts

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American International College

Springfield, Massachusetts

United States

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Detailed Job Description

Under the direction of the Executive Vice President for Academic Affairs (EVPAA), the Administrative Assistant for Academic Affairs provides a wide range of administrative support to the EVPAA including, but not limited to, scheduling meetings; maintaining calendar, schedule and key dates; preparing and distributing correspondence; responding to inquiries directed to Academic Affairs; making travel arrangements and itineraries; maintaining complete and extensive files, records, and documentation for the Office of Academic Affairs; answering telephones and greeting visitors; and assisting with presentation and meeting preparations.


  • Bachelor’s degree required; Master’s degree preferred
  • Minimum of five years progressively responsible general office experience, preferably in an academic environment.
  • Minimum of two years in an Executive-level environment.
  • Exceptional verbal and written communication skills.
  • Ability to gather data and compile information, and compose correspondence and other written materials effectively.
  • Strong interpersonal skills and the ability to interact and work effectively with administrators, academic leadership, faculty, students, community leadership, public officials, funding agencies, and members of the community at large.
  • Comprehensive knowledge of Microsoft Office applications.
  • Excellent organizational skills and the ability to handle multiple complex/confidential tasks
  • Ability to develop and maintain recordkeeping systems and procedures.
  • Ability to research, write and update office administrative operating procedure manuals.
  • Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information.
  • Ability to foster a cooperative work environment.
  • Exceptional attention to detail.
  • Ability to follow directions yet think creatively and work independently.
  • Strong time management and project management skills.
  • Ability to maintain confidentiality in all aspects of faculty, staff and student information.
  • Previous experience in academic affairs, higher education, or student services a plus.
  • Must present professional image on phone and in person.
  • Ability to assess and prioritize the urgency of situations.
  • Essential Functions

  • Prepare materials and provide support for Academic Affairs meetings including the Academic Affairs and Student Life Committee of the Board of Trustees and Academic Affairs Council
  • Work with Marketing to monitor and update the AIC website for Academic Affairs for accuracy and timeliness, as needed; maintain the AIC Jenzabar portal, myAIC, Academic Affairs page with up-to-date documents and information; provide support to faculty and Faculty Senate myAIC pages, as requested
  • Coordinate with the President’s Office Executive Assistant regarding building logistics and coverage; provide oversight of student workers
  • Research, prioritize, and follow-up on multiple office administrative issues and concerns including those of a sensitive and/or confidential nature
  • Assist visitors/students with resolving problems that are often of a confidential or sensitive nature, if necessary, in coordination with other College offices.
  • Maintain, update and post, as necessary, documents published by the Office of Academic Affairs, including the Undergraduate Academic Regulations and the Graduate Academic Regulations of the College
  • Assist with tracking and monitoring the budget of the EVPAA and the Office of Academic Affairs, as appropriate, including assistance with drafting and monitoring budgets, processing invoices and reimbursements for payment, and tracking expenditures.
  • Provide editorial assistance including research, drafting, proofreading, advanced formatting, and editing documents such as accreditation reports, memorandums, announcements, etc.
  • Organize office social events in collaboration with other designated College offices and employees
  • Order supplies and office-related equipment
  • Other related duties as assigned by Provost.
  • About AIC

    American International College is a private, coeducational institution of higher education located on a 70+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 660,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has 3700 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

    To Apply

    Qualified applicants should electronically submit a brief cover letter, current resume, and contact information for three professional references via this online application:

    Apply Online

    AIC is an Equal Opportunity Employer.

    Keyword Phrases

    • Administrative Assistant, Academic Affairs
    • Higher dedication
    • Diversity of our community
    • Student-centered
    • Program Administrators and Coordinators
    Employment Type:Administrative Staff
    Degree Required: Bachelors
    Experience: See Job Description
    Level of Job: Other
    Salary: Not Specified
    Type of School:4 - Year / Masters Institution
    Application Requirements: CV/Resume
    Cover Letter