What are the responsibilities and job description for the Executive Assistant to the Vice President for Student Affairs position at State of South Carolina?
Executive Administrative and Operational Support
- Provides high-level executive administrative and operational support to the Vice President for Student Affairs and serves as a primary point of contact for internal and external constituents.
- Manages complex communications, scheduling, office operations and sensitive inquiries while ensuring efficient executive workflows.
- Triages and manages sensitive inquiries and concerns from students, families, faculty, staff and external stakeholders, applying policies and procedures to determine appropriate action and escalating complex or high-impact matters to senior leadership.
- Provides high-level coordination and project management support for divisional programs, special projects and strategic initiatives as assigned.
- Supports the planning, coordination and follow-up for divisional priorities, including events, recognition programs, annual meetings, student-centered initiatives, vendor-supported programs and executive-level projects.
- Co-coordinates key divisional programs and initiatives, including Close Scholars and Student Government Association support, partnering with campus and external stakeholders to deliver well-organized, mission-aligned and professional programs and services.
- Supports executive communications, divisional branding, reporting and digital presence for the department and division.
- Assists with creating and maintaining communications, reports, presentations, website content, social media content, public relations materials, brochures, annual reports, divisional updates and other materials that reflect the priorities, voice and standards of the department.
- Researches and analyzes divisional information, data and issues of current interest to support executive communications, leadership materials, reports, presentations and university-level requests.
- Coordinates with campus partners and stakeholders to ensure divisional communications are accurate, timely, accessible, mission-aligned and professionally presented.
- Provides financial, budgetary, procurement and personnel support for the department and assigned divisional programs, initiatives and accounts, in partnership with the Director of Student Affairs Operations.
- Supports budget monitoring and financial processes, including tracking expenditures, reconciliations, purchasing, travel, billing and vendor payments.
- Assists with budget inquiries, financial records and coordination with appropriate university offices to ensure timely, accurate and compliant processing.
- Supports personnel processes, including student and temporary employee hiring, onboarding, I-9 and E-Verify coordination, scheduling, training, timesheet review, supervision and evaluation of student office assistants and digital media assistants.
- Provides logistical, administrative and agenda support for university and divisional committees, leadership meetings, search processes and executive-level projects.
- Supports preparation for Board of Trustees and governance-related meetings, including agenda curation, collection and organization of materials, meeting preparation, documentation, follow-up tracking and recording secretary duties when needed.
- Assists with staffing divisional search committees and coordinating related logistics, communications, materials, schedules and documentation.
- Provides administrative support to departments within the division as needed to support continuity, responsiveness and effective operations.
- Bachelor’s degree.
- Three years of relevant administrative support experience.
- Advanced knowledge of office management practices and executive support functions, including budgeting, financial recordkeeping, procurement, travel processes, personnel support, program coordination, event logistics, employment processes and divisional communications.
- Strong organizational, analytical and problem-solving skills.
- Ability to manage multiple complex and time-sensitive priorities while maintaining accuracy and professionalism.
- Effective oral and written communication skills.
- Strong interpersonal and customer-service skills and the ability to interact effectively with students, families, faculty, staff, administrators, university leadership, donors, community partners and external constituents.
- Demonstrated ability to exercise discretion, sound judgment and initiative when handling sensitive, confidential and high-impact matters.
- Ability to learn and effectively use university systems and technology platforms required to perform position duties at a high level.
- Experience providing administrative support to a high-level executive, preferably in an institution of higher education.
- Experience with general office operations, including program coordination, budget management, hiring processes, student supervision, event logistics, website content management, social media platforms and executive-level communications.
- Proficiency with Office365 products, Adobe products, Banner or other financial management systems, Qualtrics, virtual communication platforms and other software systems used to support office operations, communications, assessment and project management.