Administrative Assistant to the Vice President of Student Affairs

University of St Thomas•Saint Paul, MN

1d•$28 - $34

About The Position

The University of St. Thomas is seeking a highly skilled Administrative Assistant to provide high-level, flexible administrative and program coordination support to the Vice President for Student Affairs and their leadership team. This role is crucial for ensuring effective communication, organization, and follow-through across the university. The position requires interacting with university leadership, faculty, staff, corporate partners, alumni, donors, advisory board members, and external stakeholders, demanding the utmost professionalism and confidentiality. The University of St. Thomas is committed to belonging and equal opportunity, fostering an inclusive environment consistent with its mission to educate students as morally responsible leaders.

Requirements

High school diploma or the equivalent
Five years of experience in executive support, program coordination, project tracking and/or program administration

Responsibilities

Handles daily administrative tasks for the Vice President’s office, ensuring smooth and welcoming operations.
Manages the VPSA's complex calendar, makes arrangements, and coordinates all details for meetings, conferences, and special events.
Assists in preparing agendas and taking/transcribing minutes, collecting necessary background information.
Sets up Student Affairs Committee of the Board of Trustees meetings, assists with preparation of board meeting materials and presentations, and completes committee meeting minutes.
Serves as scribe to the University Action and Response Team (UART), maintaining the SharePoint site and updating documents.
Prepares complex documents of a highly confidential nature.
Serves as the primary point of contact for internal and external stakeholders engaging with the Vice President, responding to concerns as necessary in consultation with the vice president.
Provides administrative support to the VPSA Senior Staff as required.
Supports the First-Year Experience (FYEX) program by coordinating instructor contracts and processing payments.
Supports the Director of Career Development by coordinating supply orders, RFS requests, and meeting/space reservations.
Provides structure, organization, and follow-through to initiatives by maintaining timelines, tracking progress, organizing documentation, and supporting communication and reporting for projects like the Across the Division newsletter, Tommie Award, commencement speaker selection, and scholarship processes.
Provides operational and logistical support for events and initiatives, including scheduling meetings, making room arrangements, ordering meals, and coordinating travel.
Updates and maintains division websites, university systems/platforms, and distribution lists for division staff, SharePoint, and TEAMS sites.
Supports processes in Handshake & Career Edge, Critical Arc/SafeZone, Salesforce, OneStThomas, Tommie Link, etc.
Manages budget tracking for department and division-related initiatives, monitoring expenditures and maintaining financial records.
Assists division staff with budget-related questions and processes.
Coordinates the VPSA emergency grant program.
Provides operational and logistical support for university-wide commencement ceremonies and related activities.
May attend commencement planning meetings to capture notes, track action items, and support follow-through.
Recruits, trains, and supervises student employees for the department.
Monitors social media accounts for accurate information.
Performs other duties as assigned to ensure smooth operation of the VPSA office and divisional portfolio.