Executive Assistant to the Vice President and Dean of the College

MARYVILLE COLLEGE STAFF POSITION DESCRIPTION

Position Title: Executive Assistant to the Vice President and Dean of the College

Department: Academic Affairs

Title of Immediate Supervisor: Vice President and Dean of the College

Funded Term / Work Cycle: 12-months, full-time

Expected Daily Work Hours: 8:00 a.m. – 5:00 p.m.

Expected Weekly Work Schedule: Monday through Friday

Pay Grade: 7S

Starting Salary Expectations: $47,721.53 - $52,493.68, with starting salary determined based on relevant experience, qualifications, and demonstrated competencies.

About Maryville College:

Maryville College is a nationally ranked institution of higher learning and one of America’s oldest colleges. For more than 200 years, we’ve educated students to be giving citizens and gifted leaders to study everything so that they are prepared for anything. Our graduates are equipped to address complex problems, engage with diverse communities, and launch meaningful careers.

Nestled in Maryville, Tennessee, between the Great Smoky Mountains National Park and the city of Knoxville, our campus combines the beauty of a rural setting with the advantages of an urban center. With a wide range of academic programs and a strong tradition of career preparation, our alumni live “strong of mind and brave of heart,” carrying forward our Presbyterian founder’s charge to do good on the largest possible scale.

Mission

At Maryville College, we offer more than a mission—we offer support. Our employees receive a comprehensive benefits package including medical, dental, and vision coverage; a generous paid time off program; a retirement plan with an employer match of up to 5%; tuition benefits for employees, spouses, and dependents; and the opportunity to grow in a collaborative community that values professional excellence and personal well-being.

“Maryville College prepares students for lives of citizenship and leadership as we challenge each one to search for truth, grow in wisdom, work for justice and dedicate a life of creativity and service to the peoples of the world.”

Values:

• Scholarship: We commit ourselves to lifelong curiosity and learning, to the search for knowledge, and to intellectual creativity.
• Respect: We commit ourselves to honor the worth, dignity, and freedom of ourselves and all creation, and to treat others as we wish to be treated.
• Integrity: We commit ourselves to truth, honesty, dependability, and responsibility in all our actions and relationships.

Position Purpose

The Executive Assistant supports the effective operation of the Office of the Vice President and Dean of the College by providing high-level administrative, operational, fiscal, and governance coordination for the VP/Dean, Academic Affairs leadership team, and faculty governance bodies. The position serves as a central point of communication, budget administration, faculty personnel process management, and academic governance support while maintaining the highest standards of professionalism, confidentiality, discretion, and customer service.

SUMMARY

The Executive Assistant provides comprehensive administrative and operational support to the Vice President and Dean of the College and the Academic Affairs division. The position coordinates executive calendars, faculty recruitment searches, onboarding, faculty personnel records (tenure, promotion, reappointment), and academic governance documentation. The Executive Assistant tracks spending from special academic funds, oversees travel and purchasing workflows, and supports major academic events including Convocation, Baccalaureate, Commencement, and the annual Faculty Retreat. Serving as the primary liaison between the Dean's Office, HR, faculty, and other internal/external constituents, this position ensures the efficient and professional administration of the VP/ Dean’s Office.

Education and Experience required to ensure success in this position:

Education required:

• Associate degree required
• Bachelor's degree preferred in Business Administration, Communications, Higher Education Administration, Public Administration, or a related field

Experience required:

• Five (5) to seven (7) years of progressively responsible administrative support experience required
• Experience supporting executive leadership, governing boards, senior administrators, or comparable leadership teams
• Experience coordinating meetings, events, communications, or office operations in a complex organizational environment
• Experience in higher education, nonprofit, government, or mission-driven organizations
• Experience in faculty personnel process management preferred

ESSENTIAL FUNCTIONS

Leadership and Collaboration: 

• Provide high-level administrative support to the Vice President and Dean of the College, Associate Academic Dean, and Assistant Dean.
• Serve as the primary administrative liaison between the Office of the VP and Dean of the College and Division Chairs, faculty, campus administrative offices (Human Resources, IT, Business Office, President's Office), and external constituents.
• Coordinate administrative support for Academic Affairs governance bodies, particularly in maintaining records that support the work of the Faculty Personnel Standards Committee and the Academic Life Council.
• Maintain ongoing records and prepare required reports and documentation for the Academic Affairs Committee.
• Assist the Vice President and Dean of the College in facilitating communication across Academic Affairs.
• Demonstrate sound judgment, professionalism, discretion, and collaboration when interacting with faculty, staff, students, Board members, and external partners.

Data, Technology, and Compliance 

• Facilitate the maintenance of accurate and confidential faculty personnel records, including recruitment files, tenure and promotion dossiers, Faculty Personnel Standards Committee tracking, reappointment records, and professional accomplishments.
• Support full-time faculty searches through hiring logistics, including posting open positions on national job boards, developing search itineraries, arranging travel and lodging, drafting appointment letters, and liaising with HR for onboarding documentation.
• Oversee semester syllabus, faculty weekly schedules, and annual program/division report collection processes in coordination with division administrative assistants.
• Update and maintain full-time and adjunct faculty records, appointment letters and contracts, and online directory database records on the Maryville College website.
• Ensure strict confidentiality and appropriate handling of sensitive institutional, personnel, and student information in compliance with College policies.

Stakeholder and Institutional Support 

• Serve as the welcoming primary point of contact for the Office of the VP and Dean of the College, delivering professional and responsive customer service to faculty, staff, students, and visitors.
• Respond to complex inquiries, direct visitors, and facilitate communication across campus offices and external organizations on behalf of the Dean's Office.
• Support faculty development programs by tracking funding allocations and maintaining detailed spending records for Faculty Development Travel, research grants, and restricted accounts.
• Assist faculty with travel authorizations, purchase orders, expense reimbursements, and credit card (P-card) expense coding within Business Office software.
• Support student academic achievement initiatives, including generating Dean’s List congratulatory communications, tracking Senior Study purchasing/budgets, and preparing financial award requests and donor invitations for the Celebration of Student Achievement ceremony.

Operations and Technical Oversight 

• Manage the executive calendar for the Vice President and Dean of the College, prioritizing appointments, meeting logistics, and daily schedule management.
• Collaborate on planning and executing major Academic Affairs events and meetings, including the annual Faculty Retreat, New Faculty Orientation, Dean’s Reception, and End-of-Year celebrations.
• Partner with the President’s Office to marshal faculty and coordinate logistical support for major institutional ceremonies, including Convocation, Baccalaureate, Commencement, and the Celebration of Student Achievement.
• Collaborate with HR on hiring, onboarding, and payroll processes.
• Oversee daily office operations, records management, supply inventory, and purchase requisitions.

Fiscal Oversight 

• Assist the Vice President and Dean of the College in tracking, monitoring, and maintaining Academic Affairs departmental operating budgets.
• Process, track, and maintain financial documentation for purchase orders (POs), check requests, vendor invoices, and AA employee payments in coordination with the Business Office and HR.
• Maintain detailed financial records and audit trails for designated academic accounts, including Senior Study, individual faculty grants, and endowed faculty development funds.
• Review and code purchasing card (P-card) transactions in Business Office software, ensuring proper expense classification and alignment with institutional policy.

Strategic Planning and Sustainability  

• Support divisional strategic initiatives by coordinating administrative activities that advance the priorities of Academic Affairs and the VP/Dean.
• Identify opportunities to streamline administrative workflows, faculty recordkeeping, budget tracking, and syllabus collection processes.
• Contribute to a culture of operational excellence, professional service, fiscal responsibility, and continuous process improvement within Academic Affairs.

Other:

NOTE: Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty, and students.

Knowledge, Skills, and Abilities

• Exceptional organizational and administrative skills with strong attention to detail.

• Ability to manage multiple priorities and deadlines while maintaining accuracy and professionalism.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service and public relations abilities.
• Strong event planning and coordination skills with the ability to manage multiple activities simultaneously.
• Ability to exercise discretion and maintain confidentiality.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to work independently while effectively supporting multiple executive leaders.
• Strong problem-solving skills and initiative.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Ability to build positive working relationships with diverse internal and external constituents.

License, Certification, or Registration Necessary:

None required.

Work Environment and Physical Requirements:

• Ability to navigate campus buildings and event locations.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to occasionally lift and move up to 20 pounds.
• Standard office environment with frequent interruptions and changing priorities. 

Ability to operate the following vehicles or equipment:

• Standard office equipment, including computers, printers, telephones, copiers, and presentation technology.

 “The College may, at its discretion, sponsor employment-based immigration petitions (such as H-1B or permanent residency) on behalf of employees when permitted by law and aligned with institutional priorities and budget.

Sponsorship is contingent on satisfactory continued employment, compliance with applicable federal regulations, availability of institutional resources, and the College’s sole determination of fiscal feasibility.

 The College cannot guarantee sponsorship in any case, particularly where newly introduced federal filing fees or wage obligations create financial burdens inconsistent with institutional budget stewardship. The College always reserves the right to defer or decline sponsorship.”