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Administrative Assistant to the VP of Academic Affairs

Job ID: 
Administrative Assistant to the VP of Academic Affairs
Covenant College
Lookout Mountain, Georgia

FLSA Classification

10 months- (July 16- December 16 & January 1-May 30) 

Reports to
Vice President of Academic Affairs

The Administrative Assistant is responsible to the Vice President of Academic Affairs and performs a variety of administrative and clerical tasks in support of the Academic Affairs office. Helps with the facilitation of faculty onboarding and faculty development opportunities such as the annual faculty retreat, assists with projects overseen by the Academic Affairs office and serves as an initial representative to all internal and outside contacts. 


  • Facilitate the faculty hiring process and maintain applicant and faculty files, making sure that all documentation for new faculty members and adjuncts is complete. Oversee adjunct orientation.
  • Coordinate with the CAO and Dean of Academic Programs to update the Faculty Manual annually.  
  • Coordinate with CAO and Director of Institutional Effectiveness in the compilation of SACS reports
  • Produce full-time faculty, adjunct, and May term contracts and monthly faculty stipend spreadsheet for payroll purposes.  Process all requisitions and reimbursements under the academic affairs budget.   
  • Oversee all details for convocation and all academic details related to commencement.  Assist with details for faculty retreat and other faculty events.
  • Facilitate academic communication with the faculty and handle a variety of needs for faculty members.   
  • Serve as the initial representative of the academic affairs office to faculty, staff, students, parents and outside contacts.
  • Complete any additional projects that fall under the auspices of the academic affairs office.   
  • Oversee faculty textbook adoptions in the fall and spring semesters. Work with the college’s account manager from MBS Direct to ensure a smooth process.
  • Manage work study student(s).

Secretarial Duties

  • Manage the CAO’s calendar and coordinate all travel arrangements for the CAO.
  • Exercise judgment to screen phone calls for the CAO.
  • Proof formal communications from the CAO and provide input when requested.


  • Ability to use discretion in sensitive and confidential employee matters.
  • Ability to multi-task and work on a broad variety of projects simultaneously 
  • Advanced oral and written communication skills with the ability to produce professional work, free of grammatical, spelling, and punctuation errors.
  • Able to type a minimum of 60 w.p.m
  • Initiative and self-starter; able to work independently but also able to function as a member of a team.


  • College degree and at least three years business experience
  • Working knowledge of Google Suite, Microsoft Word, Excel, and PowerPoint


  • An acceptance of and commitment to Jesus Christ as Savior and Lord.
  • An understanding of the mission and purpose of Covenant College.
  • Must be able to assent to Covenant College’s Staff Commitments.


  • This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
  • Remain in a stationary position at least 90% of the work day.
  • Lifting: occasionally; classified as light, lifting or lowering an object from one level to another (includes upward pulling) up to 10 lbs.

Interested applicants should submit the following application materials to 

  • Letter of interest
  • Résumé, including contact information for three references. 
  • Statement of faith, sharing about his or her ongoing walk with Christ.


Dr. Scott Quatro

Dr. Scott Quatro discusses Covenant’s motto and how it is put into practice across the disciplines and departments.
Taken the evening of 10.13.2013 by Matt McLelland.