Job Description
Job Description: Administrative Assistant to the Chief Academic Officer
Department: Academic office
Location: Interdenominational Theological Center
Position Type: Full-Time
Reports To: Chief Academic Officer
Overview:
The Administrative Assistant to the Chief Academic Officer provides comprehensive administrative support to the Chief Academic Officer at the Interdenominational Theological Center. This role is responsible for ensuring the effective functioning of the Academic Office, supporting the Chief Academic Officer with calendar scheduling, project coordinating and documentation. This role will also serve as a liaison between the Chief Academic Officer and faculty, staff, and external stakeholders. The Administrative Assistant plays a vital role in supporting the Chief Academic Office and demonstrates excellent organizational skills, discretion and commitment to supporting ITC’s academic mission.
Key Responsibilities:
- Provide direct support to the CAO including managing calendars, scheduling meetings, preparing meeting materials, and handling confidential information.
- Assist in the preparation of reports, presentations, and taking minutes from meetings.
- Coordinate logistics for academic events, faculty meetings, committee sessions, and other academic affairs-related activities.
- Organize and maintain academic records, accreditation materials, and institutional data.
- Serve as a primary point of contact for internal and external inquiries related to Academic Affairs.
- Draft and edit correspondence, announcements, and academic memos on behalf of the CAO.
- Coordinate communication between the CAO and faculty, staff, students, and partner institutions.
- Ensure timely follow-up on tasks, action items, and academic deadlines.
- Monitor and process reimbursements for the Chief Academic Dean.
- Coordinate academic meetings, faculty assemblies, and committee meetings, including preparing agendas, materials, minutes and transcribes meeting notes.
- Manage academic schedules, deadlines, and workflows.
- Assist in preparation for commencement-related activities, acting as liaison between
Academic office and Registrar’s office.
- Ensure timely follow-up on tasks, action items and academic deadlines.
- Support academic planning projects, initiatives, and program evaluations in coordination with faculty and department heads.
Qualifications:
- Associate’s degree required; Bachelor’s degree preferred.
- Minimum of 2–4 years of experience in an administrative or executive support role, preferably in a higher education or nonprofit setting.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Microsoft Teams, Google and a comfort learning new systems.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to handle confidential matters with discretion and professionalism.
- Demonstrated ability to manage multiple priorities and deadlines.