Executive Assistant, Student Services

Position Summary

The Executive Assistant to the Vice President of Student Services (VPSS) provides advanced, professional administrative and operational support for ongoing projects to ensure the effective functioning of the Student Services Division. Serving as the primary point of contact for internal and external stakeholders, the Executive Assistant manages complex workflows, coordinates major divisional and college-wide events, supports accreditation activities, and assists with strategic initiatives. This role requires strong judgement, confidentiality, and professionalism, and interacts regularly with college stakeholders. This is a full-time, 12-month, benefits-eligible position that requires exceptional communication skills, a student-centered mindset, and a commitment to service excellence.

Salary & Benefits

• Full Salary Range: $22.00 to $27.28/hour
• Cafeteria Plan: In addition to the base compensation, benefits-eligible employees receive an extra $6,720 per year to put toward benefit costs or to be used as additional take-home pay
• Paid Holidays: 21 (including a full week off between Christmas and New Year’s Day and over Spring Break)
• Vacation & Sick Leave: Approximately 17 paid vacation days & 9 paid sick leave days accrued annually
• Health Insurance and Other Coverage: see https://www.coconino.edu/benefits/full-time-benefits

Essential Duties and Responsibilities

Administrative Support for VPSS:

• Maintain calendars and contact lists; schedule meetings, and other events; and provide support for meetings as requested.
• Assist with managing budgets. Create, monitor, and approve expenditures as requested.
• Assist with procurement cards, including monitoring expenditures, uploading documentation, reconciling expenditures, and submitting expenditures for approval.
• Assist with travel and conference arrangements (including preparing and submitting travel requests and travel claims).
• Write, prepare, proofread, and complete forms, letters, meeting minutes, agendas, memos, and other related correspondence as requested.
• Gather, compile data, and produce reports; research topics as requested and make recommendations based on findings.
• Communicate with other staff members on behalf of the VPSS as requested.
• Provide administrative support for committees, taking minutes, collecting agenda items and distributing agendas, as directed.
• Engage in on-going professional development.

• Provide support to various key Student Services initiatives such as Strategic Enrollment Management (SEM), Achieve the Dream (ATD), and Four Disciplines of Execution (4DX).
• Track project timelines, maintain documentation, and assist with monitoring progress toward project goals.
• Provide support in reviewing workflows and suggesting administrative improvements.

• Coordinate and collect accreditation documentation, evidence, and materials for the Higher Learning Commission (HLC) related to Student Services.
• Assist in organizing accreditation meetings and materials and coordinating the logistical aspects of site visits.
• Assist with communicating Program Review processes, timelines, and available support to areas scheduled for review.
• Coordinate updates to division handbooks, procedures, websites, and forms align with accreditation requirements.

• Support major institutional events such as Fall Convocation, Spring In-Service, and Commencement.
• Coordinate Student Services retreats, training and workshops, and all-division meetings.
• Manage event logistics including scheduling, facilities, communication plans, materials, catering, and follow-up.

• Oversee the annual coordination, editing, and publication of the CCC Student Handbook.
• Review Student Handbook for alignment with accreditation, state, and federal requirements.
• Coordinate review cycles, gather departmental updates, supporting efforts to maintain accuracy and consistency.

Knowledge, Skills and Abilities

• Advanced knowledge of administrative practices, office operations, and project coordination.
• Strong proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Forms, SharePoint) and the ability to learn new software and technologies.
• Exceptional organizational, planning, and time-management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills.
• Ability to analyze information and recommend process improvements.
• Ability to maintain confidentiality and comply with FERPA and other privacy regulations.
• Ability to work professionally with individuals across the college community.

Minimum Qualifications

• Bachelor’s degree in business, education, or related area, and one year of related administrative experience; OR associate degree and four years of related administrative experience; OR any equivalent combination of education and experience sufficient to successfully perform the essential duties.

• Two or more years of experience supporting executive-level leadership.
• Experience in higher education or a similar complex organization.
• Experience with accreditation processes (e.g., HLC) and program review support.
• Experience with event coordination and project management.
• Proficiency with college systems such as Banner or other student information systems.