Chief Administrative Assistant to the Associate Vice President, Academic Operations

Thank you for your interest in working at William Paterson University.

Under the direction of a Director 2 or higher administrative officer in the Administrative Services area at a state college, is responsible for independently performing a professional function or functions of unusual difficulty, sensitivity and/or

William Paterson University is a purpose-driven, proudly diverse community—designated as both a public Hispanic-Serving Institution and Minority-Serving Institution—committed to creating transformative academic, professional, and personal experiences as a powerhouse of progress. We foster a workplace that values growth, flexibility, and community, and we are recognized as a 2024 and 2025 Forbes’ Best Employers by State, 2025 Great College to Work For, and honored with the NJBIZ Empowering Women Award. 

 

Our 1,000 dedicated staff members enjoy competitive benefits, a four-day summer workweek, tuition support, and strong opportunities for internal promotion. Situated on a scenic suburban campus just 20 miles from New York City, WP offers a diverse, inclusive environment where your contributions fuel student success, economic and social mobility, and community engagement. Together, we empower our students through intentional, holistic support within flexible, innovative, and inclusive settings—preparing graduates to thrive professionally and personally, and to lead with a commitment to progress in New Jersey and beyond. 

JOB SUMMARY
Reporting to the Associate Vice President, Academic Operations, this position is responsible for providing high level administrative, analytical, logistical, and personnel related support. This position interacts collegially and professionally with university constituents and offices, in addition to the general public, to support the mission and goals of Academic Affairs.

RESPONSIBILITIES

• Provides high level professional administrative support including but not limited to managing communications, scheduling appointments, handling documents, and performing general office duties.

• Maintains documents and information related to financial expenditure processes and procedures including, but not limited to budgets, requisitions, invoices, purchases, P-Card use, travel, voucher payments, Student Research & Creative Expression Programs, Career Development & Tuition Reimbursement Programs, subscriptions and memberships, service contracts, and office equipment.

• Serves as a business partner to Human Resources by maintaining and managing documents and information relating processes and procedures including but not limited to hiring and separations, faculty retention, release/reassigned time, sabbaticals, promotion and tenure, range adjustments, onload and overload work, faculty activities reporting, and Union Agreement deployment.

• Liaises between the Provost’s Office and the President’s Office, deans, vice presidents, and other internal and external constituencies concerning the operations and activities of the office; keeps the Provost informed of all matters requiring attention.

• Guides the administrative support staff in Division of Academic Affairs on matters such as processes and calendars related to financial and personnel management with compliance and/or contractual expectations.

• Serves as a resource person on matters of personnel and finance administration policies and procedures and associated timelines.

• Tracks credit allocations electronically by semester or parts of terms for teaching and non-teaching assignments for faculty, adjuncts, and non-tenure track teaching professionals.

• Processes teaching and non-teaching assignments, consulting as needed, and communicating with appropriate parties (e.g., Dean, departments, individuals involved) utilizing a framework established by the Associate Vice President of Academic Operations.

• Creates and distributes charts, graphs, and reports that inform the finance and/or personnel work of the Division of Academic Affairs.

• Performs other duties as assigned that are appropriate for the position.

Education and Experience

• Bachelor's degree required.

• Four (4) years of experience in higher education or other industry/business setting with work involving personnel and/or finance related activities, both experiences are preferred.

• Knowledge of policies and procedures informing organizational planning and action.

Competencies/Skills Required

• Proficiency with MS Office tools and related software, and the use