Executive Associate for Academic Affairs

About the role

Canisius University serves approximately 2,500 undergraduate and graduate students. As a Catholic and Jesuit University, Canisius has its foundation in the fundamental values of academic excellence, leadership, faith and social justice. Canisius is committed to educating and preparing men and women to become leaders in their professions and their communities, and in service to humanity.

As Executive Associate for Academic Affairs, you will manage the day-to-day operations of the Office of Academic Affairs, providing organizational and communications support to the Vice President, Associate Vice President, and Assistant Vice President for Academic Affairs. You will serve as the primary point of contact for internal and external constituencies, assist and represent the Vice President and Associate Vice President by addressing incoming issues, and manage special projects as assigned. This is a full-time position with a regular work schedule Monday through Friday, 8:30 am – 5:00 pm, except for selected instances and events as determined by workload.

Responsibilities

• Act as the primary point of contact for both internal and external constituencies for the Office of Academic Affairs
• Manage schedule and day-to-day operations and administrative support for VPAA and AVPAAs as needed
• Monitor scheduling activity for Board of Trustees Academics Committee, Senior Leadership Team, Committee on Faculty Status and Faculty Senate meetings
• Coordinate regular communications to key Academic Affairs stakeholders
• Oversee necessary social media accounts and Academic Affairs websites and ensure accuracy
• Supervise support staff and student employees
• Process employee transactions including but not exclusive to annual Academic Affairs appointment letters, stipend payments worksheet, payroll requests
• Handle Procard transactions, direct pay requests, honorarium payments, employee travel arrangements and expense reimbursements, new vendor set up, and assist with procurement of goods and services for VPAA, Academic Affairs Endowments, Diversity & Inclusion, and COLI
• Prepare annual budget analysis for Academic Affairs Division – provide justification for variance
• Provide administrative support for C-STEP Program
• Manage special projects for the VP as assigned
• Research and compile information as needed
• Prepare draft reports/presentations as needed
• Assist with the VP’s correspondence
• Coordinate volunteer training and assignments for events such as Ignatian Scholarship Day, Academic Awards Ceremony, Commencement, Honors Convocation, Academic Affairs and divisional meetings, etc.
• Provide ad hoc support to Events Management, including budgets, seating assignments/labels, certificate preparation, invitation letters, coordinating RSVPs, etc.
• Provide Committee support for Faculty Senate, Committee on Faculty Status, Board of Trustees Academic Affairs Committee, CEEP Selection Committee
• Maintain Faculty Evaluative Files and Chairs/Director designation in Banner
• Faculty Senate: maintain roster, work with the Faculty Senate, assist with scheduling meetings, prepare minutes, retain files, prepare agendas, send out communications, assist with development of meeting agendas and committee assignments, track committee work and coordinate reporting
• Board of Trustees – Academic Affairs Committee: schedule meeting room and refreshments, coordinate meeting technology and presentation needs, prepare meeting agenda, summary, and minutes, retain files, send out communications
• Provide administrative support for Academic Divisions, as needed

Qualifications

• A Bachelor’s degree is preferred
• Requires strict observance of confidentiality, strong decision‑making ability, close attention to detail, and accuracy and follow through
• Professional de