Executive Assistant to the Vice President of Student Affairs

JOB SUMMARY  

The Executive Assistant to the Vice President of Student Affairs (VPSA) provides high-level administrative support and ensures the smooth and orderly operation of the Division of Student Affairs and works closely with the Senior Leaders within the Division.  Reporting directly to the VPSA, this position provides complex and confidential support requiring discretion, initiative, and independent judgment in matters of significance. 

This position requires excellent judgement, discretion, and a genuine  commitment to building and maintaining effective relationships across the academic community, and representing the Student Affairs Division with the highest level of professionalism and integrity. 

ESSENTIAL JOB FUNCTIONS:

• Executive-Level Administrative Support – Manages the VPSA’s calendar, schedules meetings, and coordinates travel arrangements; composes and edits correspondence, reports, presentations, and other documents; handles incoming and outgoing communications, including phone calls, emails, and mail; organizes and maintains files and records, ensuring confidentiality and security; provides support to departmental staff within the Division of Student Affairs.
• Meeting Coordination – Plans, coordinates, and supports meetings, including preparing agendas and documents, taking minutes, and following up on action items; arranges logistics for internal and external meetings, conferences, and events.
• Liaison and Communication – Acts as a point of contract between the VPSA and DOS and college faculty, staff, students, Board of Trustees, and external stakeholders; facilitates effective communication and collaboration across departments and with external partners; manages inquiries and requests, directing them to the appropriate parties and ensuring timely responses.
• Project Management – Assists in the planning and execution of special projects and initiatives led by the VPSA and DOS; conducts research, compiles data, and prepares reports to support decision-making; coordinates annual Student Handbook review, updates, and ensures timely publication.
• Budget Management – Assists with managing the divisional budgeting and purchase requisitioning processes; oversees monthly credit card reconciliation; assures legitimacy and timely payment of invoices for the VPSA and DOS.
• Office Management – Oversees the day-to-day operations of the Division of Student Affairs, including office supplies and equipment; develops and implements office procedures to enhance efficiency and productivity.
• Committee Involvement – Assists in the planning and coordination of Honors and Awards program and Commencement with other campus departments.
• Performs other duties as assigned by the Vice President of Student Affairs and Dean of Students.

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• Bachelor’s degree in business administration, psychology, sociology or closely related field.
• Five (5) years of previous executive level administrative, social services, and/or office assistant experience preferred.

• Must be proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint and Microsoft Teams.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent interpersonal, public relations, organizational and problem-solving skills.
• Excellent verbal and written communication skills; attention to detail.
• Ability to work independently; ability to accurately follow instructions.
• Ability to maintain and manage sensitive and confidential records and files while using discretion.
• Demonstrated ability to act in a decisive, urgent, and committed way to achieve results.

PHYSICAL DEMANDS:

Requires sedentary work that involves prolonged periods of sitting at a desk and working on a computer, walking, standing, lifting up to 20-25 pounds at times, carrying, pushing and pulling some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

WORKING CONDITIONS:

Work environment risks exposure to no known environmental hazards.

EOE M/F/D/V