Administrative Assistant for Vice President for Academic Affairs and Dean of the College
Category: Full-time, Staff
Application Deadline: Until Filled
Eastern Nazarene College, a fully accredited Christian liberal arts college on Boston’s south shore, is seeking an experienced Administrative Assistant to provide administrative support to the Vice President for Academic Affairs/Dean of the College and the Adult & Graduate Studies Division. You will also serve as Site Coordinator for the textbook rental program. This position works in accordance with the mission, core Christian values and purposes of the College.
Please submit your resume, along with a cover letter, and provide a statement of faith – a statement of your Christian experience, including how your Christian commitment models the mission and values of Eastern Nazarene College and your church affiliation and involvement – to email@example.com.
Responsibilities for the Vice President for Academic Affairs/Dean of the College (VPAA):
- Provide administrative support to the Vice President for Academic Affairs, including managing the calendar, scheduling faculty/committee meetings, assisting with projects, handling correspondence and providing general office support.
- Plan and execute Academic Affairs events, including but not limited to: new faculty orientation, convocation chapel, professional development days, Honors Chapel, Baccalaureate, and Commencement.
- Co-Chair the Commencement Planning Committee.
- Oversee the faculty interview schedule and manage the on-boarding process. Process faculty contracts and payroll documents. Maintain faculty Academic Affairs files.
- Provide administrative and logistical support for reporting and site visits related to accreditation and required government reporting (NECHE, NCSARA, IBOE, etc.).
- Assist VPAA and Division Chairs with creation & collection of faculty contracts and payroll check request forms.
- Collect, maintain, and distribute institutional archives for all course syllabi (permanent records). Respond to requests for syllabi from Division/Program Chairs, alumni and other departments.
- Supervise all part-time academic program administrative assistants. Provide back-up coverage to academic departments.
- Oversee Faculty Lounge reservations.
- Maintain confidentiality while dealing with sensitive proprietary information in a discreet and professional manner.
- Ensure the smooth functioning of the department, including ordering supplies, reconciling credit card statements, and ensuring prompt payment of invoices.
Responsibilities for textbook rental program:
- Serve as the institutional liaison for the Slingshot textbook rental program. Coordinate with the Slingshot Account Manager to make account-level decisions and set deadlines. Track and communicate all student changes affecting their rental status.
- Work with Sourcing Department to resolve questions concerning editions or textbook resources. Update system as required. Notify faculty of changes.
- Reconcile and process monthly invoices and vouchers.
- Monitor faculty textbook adoptions to ensure they are completed each term by set deadlines. Follow up on any issues/questions promptly. Enter adoptions into the system for unassigned sections.
- Enter all Adult & Graduate Studies textbook adoptions into the system. Coordinate with Director of Curriculum Development and Assessment.
- Provide Tier 2 level support for all student textbook issues and questions.
- Cooperate with ENC Store staff to ensure timely textbook distribution, as needed.
Responsibilities for Adult & Graduate Studies Division (AGS):
- Oversee the faculty interview schedule and manage the on-boarding process.
- Assist the AGS Division Chair with adjunct faculty contract creation and collection. Process bi-weekly payroll for adjuncts, thesis advisors, and curriculum developers.
- Create and post building room assignment schedule for faculty & students.
- Schedule instructional space for make-up sessions and library instruction.
- Distribute syllabi and other educational resources to program faculty. Maintain textbook library for loan to faculty.
- Assist the AGS Division Chair with regular communications to all AGS students and adjunct faculty.
- Compile data from student end-of-course surveys for AGS courses. Provide a summary report to adjunct faculty and keep a copy on file.
- Distribute adjunct faculty’s end-of-course surveys and monitor for potential concerns. Communicate any issues or questions to the appropriate personnel.
- Maintain and upload all department syllabi to institutional archive site.
- Respond to requests for archive syllabi from Division/Program Chairs, Alumni and other departments.
- Bachelor’s degree strongly preferred. 2+ years relevant experience. Experience in higher education a plus. Candidates without the degree but with extensive relevant experience may also be considered.
- Proficiency in Microsoft Office Suite.
- Excellent communication skills; both written and verbal.
- Ability to work independently and collaboratively in a diverse academic community.
- Strong coordination, planning, and organizational skills.
- Ability to maintain the highest level of confidentiality.
- Strong interpersonal skills, including the ability to deal professionally with faculty and students in stressful situations.
- Ability to manage multiple projects, meet deadlines, and work with frequent interruptions.
- Experience in a higher education environment a plus.
- Service-oriented attitude with a commitment to Christian faith and values.
- Availability to work some evening and/or Saturday hours as needed.
Who We Are
Eastern Nazarene College is a fully accredited Christian liberal arts college and member of the Council for Christian Colleges and Universities (CCCU) with approximately 1,000 students distributed across residential undergraduate, graduate, and adult studies programs. Nestled in a residential neighborhood minutes from downtown Boston, the college’s picturesque New England campus is a window into the world. While our faculty are leaders in their fields, actively involved in publishing and research, they are devoted to teaching and mentoring students in a nurturing, spiritually informed, and academically supportive environment. Students are encouraged to travel, engage in service projects, and participate in internship experiences as a part of their education. Through their classes, work experiences in Boston, and mission trips around the world, students are challenged to open their minds and hearts, preparing them for a lifetime of meaningful work and service to our nation and the world.
Our benefits include health, dental, tuition benefits for employee and dependents, competitive retirement matching, generous paid time off, life and disability insurance, and more. In addition, as a staff or faculty member in our multi-cultural and close-knit community, you’ll enjoy a variety of unique benefits as you play an active role in achieving our mission and supporting our community.
Applicants should be committed Christians and active in a local church. Preference in hiring is given to those with Wesleyan convictions and background, though qualified applicants from other Christian traditions will be considered as well. www.enc.edu
Eastern Nazarene College provides a transformational education that equips diverse students to lead and serve our world as agents of Christ’s love and truth.
Eastern Nazarene College will be widely-recognized as a leader in innovative Christian education, renowned for excellence in student achievement, vibrant intercultural community, and global impact
- Holistic education: We provide a holistic educational experience in the liberal arts and professional studies that integrates spiritual, academic, emotional, and social development.
- Christian community: We facilitate the building of loving relationships so that we reflect the Spirit of Christ in our life together.
- Student-centered: We orient our work around the success of our students, making every effort to be responsive to the unique needs, aspirations, and backgrounds of each one.
- Wesleyan: Consistent with our rich Wesleyan holiness tradition, we create and maintain an environment which awakens and fosters truth, righteousness, and justice as made possible by God’s transforming grace through Jesus Christ.
- Civility and hospitality: We intentionally welcome and embrace people from diverse cultures, viewpoints, and faith traditions.
- Servanthood: We model servant leadership to our students and community by building a culture of listening, respect, encouragement, and support.
- Authenticity and transparency: We are deliberately honest in our relationships, candid in our communication, and transparent in our governance in order to foster trust and confidence.
- Excellence: In an effort to provide “the best in education and the best in Christian faith,” we strive for excellence that honors God in all our endeavors.
- Strategic innovation: While remaining deeply rooted in our mission, we are boldly creative and innovative in the methods we employ.
- Accountability: We keep promises, honor commitments, meet and exceed expectations, and are willing to be held accountable for the faithful fulfillment of our responsibilities.
Our lifestyle guidelines reflect the “Articles of Faith and “Agreed Statement of Belief” of the Church of the Nazarene and the Mission Statement of Eastern Nazarene College. The premise of our lifestyle guidelines is to exemplify such personal, moral, and religious conduct as shall be above reproach. This lifestyle premise is for everyone working and living on campus: students, faculty, staff, and administration. This lifestyle premise is a rationale for desirable behavior and attitudes. To be in accord with the purposes and spirit of the College and with the doctrines and standards of the Church of the Nazarene, our lifestyle practices exclude: drinking alcoholic beverages, engaging in sexual acts with anyone other than your spouse, viewing pornographic and violent videos/movies, using illegal drugs or misuse of prescription drugs, participating in gambling, or using tobacco in any form. The College also asks employees to follow dress code guidelines. The College expects all employees to live by this lifestyle premise. We ask for an understanding of the need for lifestyle standards, a good spirit in keeping them, and cooperative efforts in improving them. As ENC employees, we ask that you consider the larger picture that what we do and how we do it reflects on ENC and affects other people as well as ourselves. Our desire is to glorify God in all our efforts.
Eastern Nazarene College policy prohibits discrimination on the basis of race, sex, religion*, age, color, creed, national or ethnic origin, marital status, disability, genetic information, or any other protected class in all aspects of employment including the decision to hire, promote, discipline, or discharge. We actively encourage applications from underrepresented groups.*
*Christian Faith and employment at Eastern Nazarene College: Eastern Nazarene College is an expression of the Church of the Nazarene. It reserves the right to prefer employees on the basis of religion (Title VII, Section 702-703, U.S. Civil Rights Act of 1964). Preferred candidates demonstrate a strong commitment to the Christian faith, active participation in a local church, and a philosophy of Christian higher education consistent with the Wesleyan tradition.