Office Coordinator - Office of VPAA

Department: Office of Vice President of Academic Affairs

Reports to: Vice President of Academic Affairs 

Scope and Purpose:

The Office Coordinator of the Vice President for Academic Affairs (VPAA) provides high-level administrative, organizational, and coordination support to ensure the efficient operation of the Office of Academic Affairs. The role serves as a central coordination point between the VPAA’s office and academic units, supporting communication, follow-up, scheduling, reporting, and administrative processes across Academic Affairs.The position requires strong organizational, communication, and problem-solving skills, along with the ability to manage multiple priorities, maintain confidentiality, and support institutional initiatives in a collaborative academic environment.

Essential Duties and Responsibilities:

  Executive Support to the VPAA

• Manage the VPAA’s calendar, appointments, meetings, and related scheduling logistics.
• Prepare and organize reports, presentations, meeting materials, correspondence, and briefing documents.
• Support the VPAA in tracking priorities, follow-up items, and ongoing initiatives.
• Handle confidential information and sensitive academic or personnel matters with professionalism and discretion.
• Maintain organized records, files, and documentation for the Office of Academic Affairs.

  Coordination Across Academic Units

• Coordinate communication and follow-up between the Office of the VPAA and academic units, including colleges, the University Library, and faculty development/research offices.
• Track administrative requests, approvals, reports, and deadlines across Academic Affairs units.
• Facilitate timely communication and information flow between the VPAA’s office and internal stakeholders.
• Support consistency and efficient coordination of administrative processes across Academic Affairs units as needed.

  Administrative & Operational Support

• Assist in coordinating meetings, agendas, documentation, and follow-up related to Academic Affairs initiatives and committees.
• Prepare summaries, executive briefs, and reports to support decision-making and institutional planning.
• Collect, organize, and compile information from internal and external sources as requested.
• Support organization of records and documentation related to academic initiatives, accreditation, program review, and other institutional processes as needed.
• Coordinate with faculty, staff, and external partners to ensure timely completion of assigned tasks and projects.

  Communication & Institutional Support

• Draft, proofread, and disseminate official communications from the Office of the VPAA.
• Support implementation and coordination of VPAA-led initiatives and special projects.
• Assist in identifying and resolving administrative bottlenecks through proactive follow-up and coordination.
• Maintain professional and collaborative working relationships with faculty, staff, administrators, and external stakeholders.

Education:

• Bachelor’s degree required.
• Master’s degree preferred (education, business, public administration, or related field).

Experience:

• Minimum 3–5 years of administrative, executive support, or coordination experience.
• Experience in higher education or complex organizational environments preferred.

Core Competencies:

• Organizational Skills & Attention to Detail
• Written and Verbal Communication
• Coordination & Follow-Up
• Confidentiality & Professionalism
• Initiative & Problem Solving
• Collaboration & Teamwork
• Time Management & Multitasking
  
  

Skills

• Strong organizational, coordination, project management, and administrative skills.
• Ability to manage multiple priorities and meet deadlines independently.
• Excellent written communication and document preparation skills.
• Ability to summarize and organize information clearly and concisely.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools.
• Strong interpersonal and communication skills with the ability to interact effectively with faculty, staff, and leadership.
• Ability to maintain discretion and professionalism in handling confidential matters.
• Familiarity with higher education environments and academic operations preferred.
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