Executive Assistant to the Vice President for Academic Affairs

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 DMUs 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.

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 DMUs 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 Gods intent (Gaudium et Spes 29) DMU encourages applications from people of all ages races ethnicities nationalities women men veterans and those with disabilities.

Minimum Required:

• Bachelors degree or equivalent combination of education and 35 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 DMUs 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 institutions 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 VPAAs 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.