Assistant to the Provost & Vice President, Academic Affairs

Clark State College serves more than 6,500 students throughout the College's four campus locations in Springfield, Beavercreek and Bellefontaine, and Xenia Ohio as well as our extensive offering of online classes.  

A confidential assistant who reports to the Provost and Vice President of Academic Affairs (PVPAA).  In addition, this individual serves as primary link for all duties assigned to other high-level administrators by the Provost and Vice President. This individual also builds relationships with all constituent groups to ensure openness with the PVPAA and the office itself.  Relieves the PVPAA of administrative type functions in order to increase the time available for executive level responsibilities and planning. Relies on experience and judgment to plan and accomplish goals and to ensure that timelines are met. This individual has some discretion in organizing the PVPAA’s routine.

Duties & Responsibilities:

• Manages the office of the Provost and Vice President, Academic Affairs (PVPAA) in an efficient and friendly manner to achieve maximum productivity and expense control:
  • Office organization and receptionist
  • Handles all first line student, staff, and community complaints
  • Communication link to all College constituents
  • Purchases supplies and equipment
  • Supervises and plans work for College work study students, when employed
• Provides administrative support to the PVPAA:
  • Creative authority on PVPAA office documents
  • Creates PowerPoint presentations for the PVPAA
  • Coordinates the VPAA's calendar and appointment scheduling
  • Creates and prepares monthly board reports for the PVPAA
  • Analyzes PVPAA's office expenditures to ensure budget compliance
  • Coordinates PVPAA's travel arrangements and appropriate reimbursements
  • Maintains the confidentiality of the office
• Provides administrative support for and serves as liaison to Academic Council, Assessment Committee, Adjunct Advisory Committee, and Program Review Teams:
  • Coordinates communication and monitors and/or follows up on activities of above individuals or groups
  • Creative authority on all written documents and presentation materials
  • Attends meetings and retreats; records, prepares and distributes minutes
  • Monitors the budgets associated with above groups to ensures budget compliance
  • Plans and organizes special events
• Serves as a liaison to the internal College community:
  • Creates and/or coordinates campus-wide events, communications and presentations (i.e., Graduation and HLC Site Visit)
  • Creates written, oral and electronic communications from the PVPAA's office to faculty and staff
  • Monitors all activities assigned by the PVPAA to staff
• Serves as a liaison to the external community:
  • Is the initial point of contact with the PVPAA's office
  • Creates written, oral and electronic communications from the PVPAA's office to various publics such as community leaders, state legislators, community groups, students, parents, public and private schools, and community service agencies
• Serves as backup support to the President, Deans, and other offices, as needed.
• All other duties assigned by supervisor.

Qualifications:

• High school graduate or GED equivalent; Associate degree in or related field preferred
• Minimum of five years executive secretarial experience with progressively increasing office management responsibilities
• High degree of sensitivity, personal integrity and discretion required for work involving access to personal and confidential information, high degree of initiative and self-direction
• Ability to accommodate demanding workload with diverse areas of involvement, proven ability to multi-task within busy environment
• Excellent human relations skills: ability to positively interact with officials within the higher education system, the community, our students and staff
• Excellent verbal and written communication skills
• Ability to problem solve
• Willingness to learn and to adapt to change
• Advanced technical skills, including proficiency in various word processing, spreadsheet and presentation software packages; proofreading; mathematics; and record-keeping

Clark State College serves more than 6,500 students throughout the College's four campus locations in Springfield, Beavercreek and Bellefontaine, and Xenia Ohio as well as our extensive offering of online classes.

Submit cover letter, resume and Clark State application to: jobs@clarkstate.edu Clark State Applications can be found at https://www.clarkstate.edu/about-us/employment/  Please reference the position in the first line of your cover letter

Women and minorities are encouraged to apply. EOE/AA