Department: Academic Affairs
Reports to: Vice President of Academic Affairs
Bargaining Unit: Management Confidential
Full-time: 35 hours per week, 12 months per year
Application Deadline: Open until filled
Priority Screening: November 4, 2026
Position Summary:
Reporting directly to the Vice President for Academic Affairs (VPAA), this position serves as a trusted partner within the Office of Academic Affairs. The incumbent is responsible for managing executive-level administrative functions as well as cross-departmental collaboration to help ensure the efficient and effective functioning of the division. Acting as a resource to both internal and external stakeholders, the role requires exceptional judgment and discretion in handling confidential information. This position provides direct support to the VPAA and manages complex scheduling and communication workflows. A strong knowledge of institutional systems, excellent communication skills, and the ability to lead projects from conception to execution are essential for success in this role.
Key Responsibilities:
Executive Operations & Communications Executive Support: Manage the VPAA’s professional calendar, prioritize email communications, and generate routine and ad hoc data reports using the Banner system.
Document & Structure Management: Review all Academic Affairs forms for policy compliance before final submitting to the VPAA for approval. Maintain the divisional organizational chart.
Office Leadership: Supervise administrative office staff and direct project planning and execution to ensure timely and effective outcomes.
Academic Program Administration & Compliance Program & Initiative Liaison: Assist in the processing of new academic program proposals and modifications to existing programs in compliance with SUNY guidelines.
Process Coordination: Oversee the cross-departmental execution of major institutional processes, including Dean’s/President’s List letters and faculty absence reporting.
Procedural Improvement: Identify operational gaps and lead cross-departmental collaborations to implement updated institutional procedures.
Fiscal Management & Budgetary Oversight Budget Oversight: Support the VPAA in divisional budget planning, monitor expenditures, and ensure alignment with institutional priorities.
Travel: Oversee the faculty Professional Development process; offer guidance on travel policy and procedure, and assist with faculty requests, payments, reimbursements.
Vendor & Invoice Processing: Manage timely payment processing for academic and institutional vendors.
Contractual & Legal Compliance Contract Consultation: Provide consultation to stakeholders on faculty contractual requirements, institutional policies, and hold-harmless field trip agreements.
Cross-Functional Collaboration: Partner with College Counsel, HR, and Payroll on the faculty collective bargaining agreement, contract interpretation, and handling of confidential records.
Process Management: Support the VPAA in contractual workflows including faculty load forms, promotions, department chair elections/evaluations, and specialized addenda.
Stakeholder Engagement & Collaboration High-Level Coordination: Serve as a central point of contact connecting the President’s Office, VPAA, Deans, Registrar, HR, Payroll, and Finance.
Staff Advisory: Provide support to academic department assistants, resolving systemic operational challenges and escalating concerns to the VPAA.
External Liaison: Serve as the institutional manager for the SUNY Center for Professional Development, overseeing communications and employee registrations.
Student & Faculty Support Services Issue Resolution: Triage student complaints and collaborate with relevant departments to achieve timely resolutions.
Academic Appeals: Manage the student academic appeal process, ensuring adherence to timelines and compliance across students, faculty, and committees.
Mandate Enforcement: Partner with academic chairpersons and faculty to ensure…