Executive Assistant for Academic Affairs

Aurora University (AU) is committed to the transformative power of learning by creating a student-centered environment and an equity of experience and opportunity, to ensure that students, faculty, and staff of all backgrounds feel welcome and included. Our culture of collaboration, generosity, and belonging make it a special place for students, faculty, and staff.

AU is grounded in the transformative opportunity it provides to a diverse student body. As a private university with a public mission and a commitment to making a difference in peoples’ lives, AU has a long history of resilience and of providing access to an education that values innovation, focuses on continuous improvement, and has a positive impact on the communities we serve. We are proud of our service to and economic impact on the state of Illinois, where over 80% of our students stay to live and work, where 90% of our students come from, and where we foster strong community partnerships to develop the workforce in areas such as nursing, education, business, technology, and social work.

We are looking for passionate and purposeful individuals who represent the full diversity of Aurora and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, identity, and ethnic backgrounds present in our community. When you join the team at AU, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, students, and community partners.

At AU we believe that continuous learning is a fundamental part of working life, and our goal is for all colleagues on our campus to feel supported and equipped to realize their full potential. We actively support our community by providing all employees with opportunities to engage in professional development activities, as well as a range of tuition and employee benefits that can be found here.

Position Purpose:

The Executive Assistant for Academic Affairs supports learning by providing executive level and confidential administrative support to the Provost and Executive Vice President for Academic Affairs.

Essential Job Functions:

Administration

  • Provides direct and confidential support to the Provost/EVPAA and their teams including, but not limited to: scheduling meetings, managing appointments, writing and sending correspondence, creating agendas and other meeting materials, recording meeting minutes for the Academic Leadership Team, Provost Council, and others as requested.
  • Coordinates with the President’s Office on matters relating to the Board and assists with Provost/EVPAA with material preparation.
  • Coordinates with all academic and operational units to ensure seamless operations and provide recommendations on process improvements including, but not limited to, Colleges and Schools, Faculty Senate, Office of the Registrar, and Institutional Effectiveness.
  • Maintains and communicates the annual calendar for faculty hiring and appointments.
  • Coordinates travel for Academic Affairs.
  • Tracks Provost/EVPAA projects until completion on a regular basis.

Financial

  • Monitors and prepares budget reconciliations for Academic Affairs departments.
  • Monitors and reconciles Academic Affairs budget.

Manage and Support

  • Anticipate and resolve administrative issues associated with faculty affairs by effectively interpreting, analyzing, and communicating policies in the faculty and university handbooks.
  • In coordination with HR, lead and manage all new faculty and faculty appointments and documentations, such as, but not limited to:
    • In coordination with HR processes, prepare and monitor documentation associated to appointments.
    • Annual contracts for full-time faculty.
    • Facilitate and manage the documentation associated with the confidential faculty tenure and/or promotion review process, including assisting the Faculty Personnel Committee with any administrative needs.
    • Maintain faculty physical and electronic files. Update faculty information with regard to all promotion, tenure, and sabbatical leave information.

Assists the university in other capacities as needed that align with strategic initiatives. Additional duties as assigned by the Provost and Executive Vice President for Academic Affairs.

Core Competencies:

  1. Represents Aurora University in the most positive manner with prospective, former and current students, clients, suppliers, and the community we serve. Interacts effectively with a diverse group of faculty, staff, students and other customers of our service, learns and uses operating practices of the department and Aurora University.
  2. Upholds the Mission Statement: Aurora University is an inclusive community dedicated to the transformative power of learning. As a teaching-centered institution, we encourage undergraduate and graduate students to discover what it takes to build meaningful and examined lives. We empower our students to achieve lasting personal and professional success.
  3. Handles all information with tact and discretion and recognizes the confidential nature of university business.
  4. Supports learning through performance of essential job functions and performing other duties and functions as necessary or as assigned.

Essential Job Requirements:

Education:

  • Bachelor’s degree required; equivalent work experience in an administrative setting will be considered.

Experience:

  • Budget and personnel management required. Higher education experience strongly preferred.

Skills:

  • Goal-oriented.
  • Excellent communication and organization skills, customer-service orientation, and professional manner.
  • Computer knowledge essential.
  • Expertise in Microsoft Excel required.
  • Ability to interact with a diverse group of faculty, staff, and students and to develop strong working relationships with colleagues, staff, administrators, students, and the general public.
  • Flexibility with an evolving workstation.

Special Requirements:

  • Valid driver’s license.
  • Some evening and Saturday hours required.

Physical Requirements:

  • Ability to move about campus.
  • Ability to interact via telephone, in person, and via electronic media.

Benefit-eligible positions offer excellent benefits including health, dental, life, vision, long term disability, a 403(b) retirement plan through TIAA, and tuition remission.

To apply, please send resume, cover letter, and contact information for three references including name, telephone, and email address.

Aurora University
Human Resources
347 South Gladstone Ave
Aurora, IL 60506
jobs@aurora.edu - email

Aurora University is an Equal Opportunity Employer.