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About the Role

This position serves as a trusted partner within the Office of Academic Affairs, managing executive-level administrative functions and cross-departmental collaboration to ensure the efficient and effective functioning of the division. It acts as a resource to internal and external stakeholders, requiring exceptional judgment and discretion in handling confidential information. The role provides direct support to the Vice President for Academic Affairs (VPAA) and manages complex scheduling and communication workflows.

Responsibilities

Manage the VPAA’s professional calendar, prioritize email communications, and generate routine and ad hoc data reports using the Banner system.
Review all Academic Affairs forms for policy compliance before final submitting to the VPAA for approval.
Maintain the divisional organizational chart.
Supervise administrative office staff and direct project planning and execution to ensure timely and effective outcomes.
Assist in the processing of new academic program proposals and modifications to existing programs in compliance with SUNY guidelines.
Oversee the cross-departmental execution of major institutional processes, including Dean’s/President’s List letters and faculty absence reporting.
Identify operational gaps and lead cross-departmental collaborations to implement updated institutional procedures.
Support the VPAA in divisional budget planning, monitor expenditures, and ensure alignment with institutional priorities.
Oversee the faculty Professional Development process; offer guidance on travel policy and procedure, and assist with faculty requests, payments, reimbursements.
Manage timely payment processing for academic and institutional vendors.
Provide consultation to stakeholders on faculty contractual requirements, institutional policies, and hold-harmless field trip agreements.
Partner with College Counsel, HR, and Payroll on the faculty collective bargaining agreement, contract interpretation, and handling of confidential records.
Support the VPAA in contractual workflows including faculty load forms, promotions, department chair elections/evaluations, and specialized addenda.
Serve as a central point of contact connecting the President’s Office, VPAA, Deans, Registrar, HR, Payroll, and Finance.
Provide support to academic department assistants, resolving systemic operational challenges and escalating concerns to the VPAA.
Serve as the institutional manager for the SUNY Center for Professional Development, overseeing communications and employee registrations.
Triage student complaints and collaborate with relevant departments to achieve timely resolutions.
Manage the student academic appeal process, ensuring adherence to timelines and compliance across students, faculty, and committees.
Partner with academic chairpersons and faculty to ensure compliance with institutional mandates, procedures, and deadlines.
Perform other job-related duties and special projects as assigned.

Requirements

Bachelor’s Degree from an accredited college or university and at least two (2) years of office administration experience.
Support of a senior level administrator preferred.
Demonstrated ability to work independently, exercise sound and ethical judgment, and handle sensitive information with compassion, discretion, and professionalism.
Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and deliver accurate, high-quality work in a timely manner.
Excellent written and verbal communication skills, with the ability to interact professionally with diverse internal and external stakeholders.
Proficient in maintaining secure digital and physical records, preparing reports and correspondence, and learning, interpreting, and explaining College policies and procedures relevant to assigned responsibilities.
Advanced problem-solving and critical thinking skills, including the ability to analyze complex situations, evaluate alternatives, anticipate outcomes, and implement effective, well-informed solutions.
Experience in Higher Education and demonstrated familiarity with post-secondary educational administration preferred.
Commitment to community college goals and objectives of providing quality programs and services for culturally, socio-economically, ethnically, and academically diverse students and students with disabilities; personal qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students with diverse abilities and interests.
Applicants must submit a Resume or CV, Cover letter which discusses your qualifications and interest in the position, and 3 professional references.
All documents included in your application file become the property of the College.
Applicants who fail to submit all required materials will not be considered.
Offer and assignment of employment is subject to verification of all information provided on the employment application, credentials, transcripts, fingerprint check, verification of the right to work in the United States and all other required pre-employment conditions are met.

Skills

Banner system
Executive Support
Document Management
Organizational Chart Maintenance
Office Leadership
Project Planning
Project Execution
Academic Program Proposal Processing
Process Coordination
Procedural Improvement
Budget Planning
Expenditure Monitoring
Travel Policy Guidance
Vendor Payment Processing
Contract Consultation
Stakeholder Engagement
Issue Resolution
Academic Appeals Management
Mandate Enforcement
Data Reporting
Communication
Problem-Solving
Critical Thinking
Time Management
Record Keeping

Location

SUNY Ulster

Work Type

Full-time
35 hours per week
12 months per year

Experience Level

At least two (2) years of office administration experience
Support of a senior level administrator preferred
Experience in Higher Education preferred

Education Level

Bachelor’s Degree

Salary/Compensations

$57,000 - $65,000

Benefits

Excellent benefits package
Medical
Dental
Vision
Life insurance
NYS or SUNY TIAA Retirement Plan
SUNY Perks
Tuition waivers, including dependent waivers
Tuition assistance
24 vacation days
12 sick days
6 personal days
15 holidays which includes 3 floating holidays
College is closed on the day prior to Thanksgiving
College is closed between December 26 - January, 1 (Holiday Curtailment)

About the Company

SUNY Ulster offers a competitive benefits package including medical, dental, and vision, life insurance, NYS or SUNY TIAA Retirement Plan, SUNY Perks, tuition waivers, including dependent waivers, and tuition assistance.
We invite you to be part of a dedicated community of learners in an academic department that puts students first.
Please go to www.sunyulster.edu for additional campus community information.

Equal Opportunity

SUNY Ulster is an Affirmative Action/Equal Opportunity Employer.
The college encourages applications from all qualified applicants.
Applicants who are protected under the Americans with Disabilities Act and who, due to a disability, require accommodations for completing the application process, testing (if required for the position), or the interview, should notify the Human Resources Office 10 working days before the accommodation is required.