Administrative Assistant to the Vice President for Academic Affairs (Chicago)

Position: Administrative Assistant to the Vice President for Academic Affairs

Bushnell University Overview

Founded in 1895, Bushnell University provides a holistic Christian education, fostering wisdom, faith, and service in its students. In joining the staff here, you will be part of an academic community that seeks to cultivate your faith while you make a difference in the lives of our students. Bushnell is the largest private university in Eugene’s vibrant university district, which also includes the University of Oregon. Eugene is a college town small enough to know your neighbors and large enough to offer fantastic arts, entertainment, dining, healthcare, and educational opportunities. It is also an ideal place to enjoy the beautiful Pacific Northwest, being just one hour from the Oregon Coast, one hour from the Cascade Mountains, and less than two hours from Portland and the Columbia River Gorge.

Job Summary:

The administrative assistant position reports to the Vice President for Academic Affairs and Dean of the Faculty (VPAA) and oversees the daily operations of the office of the VPAA. The primary role of the position is to provide administrative support to the VPAA, manage department budgets, manage calendars, produce reports and departmental correspondence, liaise with other departments across campus as required, and provide support to faculty.

Strong organizational skills, the ability to handle multiple tasks, excellent oral and written communication skills, and strong technical skills are essential to the administrative assistant position. The position requires effective interpersonal skills along with the ability to work both individually and as part of a team. Due to the nature of the position, a high level of confidentiality is required at all times.

Position Duties and Responsibilities:

Provide an excellent role model of wisdom, faith, and service; contribute to the integration of faith and learning on campus.

Provide administrative and clerical support for the VPAA in all areas of Academic Affairs, as required, including (but not limited to) budget preparation and oversight; forms and contract preparation, distribution, and processing; monitoring of academic plans; initial preparation of annual performance reviews and post-review processing; academic report generation, as requested; and timely for all faculty and academic staff.

Keep the appointment calendar for the VPAA and schedule appointments with faculty, students, and others, as required.

Provide administrative support (including scheduling, creating agendas, and recording of minutes, as required) for all meetings facilitated by the VPAA, including Academic Council, Dean’s Cabinet, Faculty Assembly, Faculty Review Panel, and Commencement Committee.

Assist the VPAA and ALO in liaising with NWCCU and other relevant accrediting bodies, as required.

Assist the VPAA in the annual review of the academic sections of the college catalogs.

Assist the VPAA in maintaining and updating the “Faculty Handbook” and “Academic Policy and Procedures Manual.”

Assist VPAA by being the Division’s lead in coordinating Commencement, Honors Convocation, and other end-of-year signature-level commencement-related events as required.

Coordinate new-hire paperwork for all new faculty.

Collaborate with the Registrar’s office in support of their work and the work of the Division.

Maintain current files for all Faculty and direct reports, both full-time and part-time.

Maintain files to include, but not limited to: agendas and minutes for all academic committees, agendas and minutes for departmental staff meetings, and all faculty (full-time, part-time, and adjunct) and staff contracts within the Academic Affairs department.

Manage department purchases to ensure the budget is maintained.

Make travel arrangements for the VPAA, as required.

On behalf of the VPAA, lead in planning special events, including Faculty Retreats, as assigned.

Communicate relevant information to students, faculty, and staff promptly, fully clearing communication platforms (e.g., Outlook, Teams) twice weekly.

Actively participate in marketing of the programs as well as forming partnerships with colleagues and students where appropriate.

Liaise and cooperate with other Administrative Assistants to facilitate communication between Academic Affairs and other departments on campus.

Collect and maintain the list of course textbooks, acting as liaison between faculty members and the bookstore.

With alacrity, accept new projects as assigned, and be alert to new initiatives that are consistent with the general scope of the position.

Fulfill any other duties as assigned by supervisor.

Technical Skills:

Ability to utilize Microsoft platforms (desktop, cloud) including Outlook, Word, Excel, PowerPoint, Visio, ToDo, PowerBI, SharePoint, OneNote, Teams, Forms, and ToDo/Planner; ability to learn University AI platforms toward office efficiency.

Experience utilizing e-mail for the purposes of organizational communications.

Ability to manage multiple calendars efficiently and effectively, problem-solving to create meeting space through assessment of meeting requests as to importance and urgency (or not) when assessed against divisional and supervisor priorities.

Individual must possess exceptional interpersonal and communication skills and an ability to maintain confidential information sacrosanct; listening skills and the ability to speak and write clearly at all times are essential to the position.

Willingness to learn and lead tasks on behalf of the VPAA and Division as assigned.

Experience and Qualification Requirements:

• A bachelor’s degree and 3-5 years of previous experience in a senior administrative support position are preferred
• Strong computer skills with proficiency in Microsoft platforms
• Effective organizational skills
• Excellent communication skills with demonstrated ability to communicate effectively using tact, patience, and courtesy with individuals from diverse backgrounds and cultures.
• Candidate must be actively engaged in a Christian congregation.

Working Conditions/Special Requirements:

Bushnell seeks candidates who demonstrate a vibrant and maturing Christian faith.

The position requires a strong commitment to multiculturalism and diversity.

The position requires working in a non-smoking, drug-free environment.

The employee must adhere to FERPA guidelines and student confidentiality at all times.

The employee must have high personal motivation, with great attention to detail and accuracy, project a positive and vibrant attitude in assisting people, and have high ethics of honesty and confidentiality with a genuine and gracious presence pertaining to the students, faculty, staff, and business of the department and the University.

This position may require lifting up to 25 lbs., as well as bending, stooping, and kneeling.

To be considered for this position, please submit all of the following through the online application process:

Cover letter addressing skills, experience, and knowledge

CV/Resume

Personal “Statement of Faith” that addresses:

how a maturing Christian faith finds expression in the candidate’s personal life, family life, community life, and current church membership;

how the candidate integrates faith into his/her work; and

Contact Information for three references to include the applicant’s pastor or another appropriate church leader who is able to address the applicant’s faith background.

*Please include all requested materials. Incomplete application packets may result in disqualification.

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