Job Details
Executive Assistant to the Provost and Vice President for Academic Affairs - CONFIDENTIAL
S2200454
Galloway - Main Campus
Management
Academic Affairs (210005)
Salary commensurate with experience and is accompanied by an extremely competitive University benefits package.
03/25/2022

Stockton University is ranked among the top public universities in the Northeast with more than 160 undergraduate and graduate programs, as well as continuing education opportunities. The University, one hour from Philadelphia and two hours from New York City, offers unique living and learning environments throughout southern New Jersey, including the 1,600 acre Galloway campus in the Pinelands National Reserve and Stockton University Atlantic City, located in the University District, just steps from the beach and the iconic Atlantic City Boardwalk. Additional locations include Hammonton, Manahawkin and Woodbine. As a public university, Stockton provides an environment for excellence to a diverse student body, including those from underrepresented populations, through an interdisciplinary approach to liberal arts, sciences and professional education. Founded in 1969, Stockton held its first classes in 1971. The University’s commitment to cultural diversity and its welcoming and vibrant community makes Stockton a great place to learn and work! Learn more about the many reasons to choose Stockton at www.Stockton.edu.

This is an in-person on campus, non-remote position.

Successful candidates will be required to show proof of being “up-to-date” with their COVID-19 vaccine status prior to their start date.  Religious or Medical waivers may be requested at the time of employment offer.

The Executive Assistant to the Provost and Vice President for Academic Affairs supports the Provost and Vice President for Academic Affairs and interacts with the President, other Vice Presidents, and the Universities academic leadership team, students, faculty, staff, as well as members of the public. The Executive Assistant must always present the highest level of professionalism and integrity and is a confidential employee. This position requires outstanding communication and management skills to provide clerical and general office assistance, using good judgment, discretion, and independent initiative, as needed.

The Executive Assistant to the Provost and Vice President for Academic Affairs supports the Provost and Vice President for Academic Affairs and interacts with the President, other Vice Presidents, and the Universities academic leadership team, students, faculty, staff, as well as members of the public. The Executive Assistant must always present the highest level of professionalism and integrity and is a confidential employee. This position requires outstanding communication and management skills to provide clerical and general office assistance, using good judgment, discretion, and independent initiative, as needed.

Under the direction of the Provost and Vice President for Academic Affairs, the Executive Assistant to the Provost and Vice President for Academic Affairs will be responsible for:

  • Manage and maintain the Provost and VP for Academic Affairs calendar of university and public events
  • Accept, screen and route telephone calls concerning activities and operations of the Provost’s office and direct inquiries as appropriate
  • Monitor, screen, respond to, and delegate incoming correspondence
  • Perform a wide variety of administrative tasks, including managing deadline-oriented communications, project coordination, data entry and the drafting and editing of correspondence, reports, and other materials
  • With the Budget Assistant, arrange and confirm travel accommodations, submit travel requests, prepare travel vouchers and reimbursements
  • Oversee preparation for meetings, including scheduling, documentation preparation, agenda publishing, documenting meeting minutes and arranging refreshments
  • Liaise with internal and external stakeholders at all levels
  • Assist in planning college and departmental special events as requested
  • With the Personnel Assistant, assist with personnel review processes including faculty, staff, and managerial
  • Oversee the successful administration of Academic Affairs Board of Trustees materials
  • Perform other duties as assigned by the Provost and Vice President for Academic Affairs, or designee
  • Support Stockton University’s diversity commitment and strong student-centered vision and mission

Required

  • Five (5) years of experience providing exceptional clerical and/or administrative experience to executive level positions
  • Ability to use a high level of discretion and maintain all confidentiality
  • Ability to multi-task with demanding timeframes
  • Record of providing ‘customer’ service excellence through courteous, informed, accessible and professional engagement
  • Skill in establishing and maintaining cooperative working relationships, establishing rapport and gaining the trust of others
  • Evidence of working with diverse populations at all levels both internal and external to the organization
  • Demonstrated skill in use of informational systems with software in a Windows-environment

Preferred Qualifications:

  • Bachelor’s degree
  • Minimum of two (2) years of experience in Higher Education
  • Advanced analytical/problem-solving skills]
  • Ability to work independently, functioning confidently, proactively, and observantly while welcoming new challenges
  • Demonstrated ability of successfully working on multiple tasks within a dynamic and fast-paced work environment
  • Evidence of making appropriate referrals using independent discretion and judgment
Letter of Interest, Resume, Unofficial Transcripts

Screening of applications begins immediately and will continue until the position is filled.

Only electronic documents will be accepted.  Please complete the on-line application in addition to providing the following required documents.  All required documents must be submitted in order for your application to move forward.  You may upload documents using Microsoft Word or PDF

  1. A letter of interest describing specific skills and experiences
  2. A current resume
  3. Unofficial Graduate transcripts
  4. A list of three professional references (included in the application): Name, Organization, Email Address and Telephone

 

Please note:

  • All offers of employment are contingent upon a favorable background check, which may include social intelligence from a consumer reporting agency.
  • Individuals with disabilities desiring accommodations in the application process should contact the Office of Human Resources (Main Campus, J-115) at 609-652-4384, Monday - Friday between 8:00am - 5:00pm.
  • In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.
  • Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act (Clery Act), prospective employees may access Stockton’s Annual Security and Fire Safety Report (ASFSR) is available at https://www.stockton.edu/police/crime-statistics.html. The ASFSR contains the previous three years of reported Clery Act crime statistics, fire safety information and information regarding campus and personal safety. If you would like a paper copy of the report, please visit the Stockton University Police Department, building 71, 101 Vera King Farris Drive, Galloway Township, NJ, or call 609-652-4390, to request that a copy be mailed to you.
  • Stockton University is an equal opportunity institution encouraging a diverse pool of applicants, visit; http://www.stockton.edu/affirmative_action. Additionally, pursuant to Title IX of the Education Amendment of 1972, Stockton University prohibits discrimination on the basis of sex (i.e., which includes but is not limited to the prohibition of sexual misconduct and relationship violence, including sexual assault and harassment) in all of its educational programs and activities.

#SU