Executive Assistant to Vice President for Academic Affairs

Job Description

Divine Mercy University seeks a highly organized, mission-aligned Executive Assistant to support the Vice President for Academic Affairs (VPAA). As a Catholic graduate institution dedicated to forming mental health professionals, educators, and leaders who integrate scientific excellence with a Catholic-Christian understanding of the person, DMU requires an assistant who can uphold the highest standards of professionalism, confidentiality, and service.

This individual will provide comprehensive executive administrative support, coordinate academic and operational activities, and serve as a central point of contact for internal and external stakeholders. The position is primarily an onsite position, with the possibility of some remote work. Occasional travel or evening/weekend availability may be required for virtual events, academic processes, or high-priority projects.

Key Responsibilities:

Executive Support & Scheduling

-Manage a dynamic, fast-paced calendar for the VPAA, including scheduling appointments, priorities management, meeting preparation, and coordination with faculty, deans, administrators, and external partners.
-Coordinate travel arrangements, virtual meeting logistics, and itineraries for conferences, donor meetings, academic events, and institutional engagements.

Meetings, Events & Academic Operations

-Plan and administer logistics for high-level academic meetings, virtual convocations, committees, accreditation-related sessions, and special events.
-Prepare agendas, briefing packets, minutes, follow-up communications, and assist with documentation supporting academic processes.

Communications & Correspondence

-Serve as the primary, professional point of contact for the Office of the VPAA.
-Screen and prioritize emails, calls, and inquiries; draft, edit, and proofread official communications, reports, memos, and policy-related documents.
-Maintain a tone consistent with DMU's mission, values, and standards.

Records Management & Confidential Files

-Maintain organized digital filing systems, including confidential academic records, tenure/promotion documentation (if applicable), accreditation materials, and internal reports.
-Ensure secure handling and storage of sensitive information at all times.

Academic Affairs Project Support

-Assist with strategic planning initiatives, academic program reviews, institutional effectiveness processes, academic deadlines, and committee support.
-Coordinate cross-departmental activities that require VPAA oversight.

Team Support & Delegation

-As needed, oversee workflow and delegate tasks to administrative support staff or student workers (remote or on-site).

Professional Conduct

-Demonstrate impeccable discretion and judgment; adapt effectively to evolving institutional priorities.
-Operate with professionalism that reflects the Catholic identity and mission of Divine Mercy University.

Requirements:

Minimum Required:

-Bachelor's degree or equivalent combination of education and 3-5 years relevant administrative/executive support experience.
-Proven competence in complex office administration: scheduling, correspondence management, digital filing, and project workflow coordination.
-Advanced proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint) and ability to learn DMU platforms such as Canvas, Populi, or similar systems. Familiarity with Google Suite.
-Exceptional organizational and time-management abilities, with capacity to manage multiple priorities in a fast-paced environment.
-Superior written and verbal communication skills.
-Demonstrated ability to maintain strict confidentiality and handle sensitive materials professionally.

Preferred:

-Experience working in higher education administration, academic affairs, or executive support for senior leadership.
-Familiarity with academic structures, accreditation processes, and faculty governance.
-Experience coordinating or overseeing administrative staff or student assistants.
-Alignment with DMU's Catholic mission and ability to contribute positively to a faith-informed academic community.

Working Conditions:

-On campus position, with some remote time available. Required ability to work effectively in a virtual environment with colleagues across time zones.

-Occasional need for extended hours for university events, meetings, or strategic initiatives.

-Collaborative engagement with faculty, staff, students, and external stakeholders in a mission-driven academic community.

Why This Role Matters:

The Executive Assistant serves as a vital partner to the VPAA, ensuring the smooth functioning of the academic core of Divine Mercy University. By managing communication, coordination, and executive operations, this role supports the institution's mission to prepare professionals who bring healing, integrity, and a Catholic-Christian vision of the person into their fields.

The individual in this position directly enhances the VPAA's ability to lead, plan, and oversee academic excellence across the University.

Compensation is commensurate with education, experience, and the scope of responsibility associated with the position. Salary placement for candidates meeting the required qualifications is anticipated to begin in the mid-$60,000 range, with final compensation determined by experience, expertise, and institutional considerations.

Based on the Catholic identity and mission of Divine Mercy University, we only employ persons who demonstrate openness and respect for the Roman Catholic Church and its institutions and who have a sincere interest in advancing DMU's mission within the Church.

NONDISCRIMINATION STATEMENT: Committed to the teaching of Vatican Council II that every type of discrimination, whether social or cultural, whether based on sex, race, color, social condition, language or religion, is to be overcome and eradicated as contrary to God's intent (Gaudium et Spes, 29), DMU encourages applications from people of all ages, races, ethnicities, nationalities, women, men, veterans and those with disabilities.

About the Employer

A rapidly expanding, entrepreneurial academic institution on the cutting edge of online educational delivery, Divine Mercy University (DMU) is a Catholic graduate school of psychology and counseling, founded in 1999 as the Institute for the Psychological Sciences. The University is dedicated to the scientific study of psychology and related fields with a Catholic understanding of the person, marriage, and the family. The University offers a Doctoral (Psy.D.) degree in Clinical Psychology, an online Master of Science (M.S.) degree in Psychology, and an online Master of Science (M.S.) in Counseling. Additionally, it offers online certificate programs, including a Spiritual Director's Certificate.