Assistant to the Executive VP of Academics

Reports to:Executive Vice President of Academics

Primary Responsibilities:
•Provide general administrative support to the Executive Vice President, Director of Academic Programs
•Send letters and packages, photocopy, arrange calls, meetings and travel arrangements
•Conduct research and prepare reports and presentations for projects with which the Executive VP is involved such as: New site development, Technology in Education, Excellence in Teaching Award, Member and Associate Member contracts, etc.
•Develop departmental procedures manual
•Maintain the Executive Vice President’s appointment calendar
•Compile and prepare special reports and analyses selecting appropriate data from various sources
•Make Executive Vice President’s complex international and domestic travel arrangements and reservations
•Prepare expense reports and Visa reports for the Executive Vice President
•Compose correspondence from notes, discussions or independently from knowledge of circumstances and policy
•Attend meetings and take notes as assigned.
•Coordinate arrangements for meetings and special social activities
•Administer annual Faculty Awards nominations and selection process
•Manage mass mailings, when necessary
•Organize and maintain permanent and confidential files (file safe)
•Organize and maintain paper files for Board of Directors

•Assist EVP with Charity Boards and subsidiaries
- Schedule and prepare papers for London Charity Trust
meetings
- Prepare Board papers for French Associations and Spanish
Foundation
- Schedule meetings and prepare Board papers for the Amsterdam
Foundation and other foreign subsidiaries that may be
developed
•Assist EVP with activities related to new program development

- Serve as Program Associate during start-up stage of new
programs
- Prepare Get Set! Guides, catalogs, and web content for new
programs
•Special projects as assigned by EVP

Additional Responsibilities
•Schedule Academic department meetings and Program Deans meetings
•Serve as a team player within the Academic Programs Department and provide creative ideas, valuable input and foster a dynamic working environment.
•Schedule and make logistical arrangements for departmental retreats and assist in the organization of interdepartmental retreats.
•Coordinate the departmental contribution to the Annual Report and write some of the sections.
•Maintain syllabi files and faculty CV files for Curriculum Guides and IES website
•Student Evaluations
- Act as primary IES contact for independent research firm
- Coordinate survey administration at the end of each term
(e.g., set timeline, provide copy for survey, provide list
of recipients, monitor response rates)
- Coordinate the compiling, editing, and summarizing, and
distribution of the evaluations
- Prepare evaluations (with Production Department) for
Academic Council and Curriculum Committee meetings
•Monitor the completion of Center responses to the evaluations
- Maintain departmental library
- Maintain departmental paper files
- Organize departmental electronic files
- Assist Chicago and Center staff in administering surveys
using web-based survey program
REQUIREMENTS
Requirements:
•College degree
•Excellent clerical/administrative skills
•Strong computer experience (Internet, Microsoft Word, Excel, and PowerPoint)
•Excellent organizational skills
•Meticulously detail oriented
•Data entry proficiency
•Ability to prioritize; handle multiple projects
•Study abroad experience helpful, but not necessary


Qualities:
•Exceptional interpersonal abilities
•Excellent problem-solving skills
•High level organizational proficiency
•Excellent telephone etiquette
•Excellent multiple-task management style
•Excellent written and verbal communication skills
•Ability to compose correspondence from notes, discussions, or independently from knowledge of circumstances and policy