Administrative Assistant to the VP for Student Affairs
About The Position
The Administrative Assistant to the Vice President for Student Affairs (VPSA) provides comprehensive administrative and operational support to the VPSA and the Student Affairs division. This role involves managing correspondence, reports, presentations, forms, records, and other documents. The position also coordinates the VPSA’s calendar, appointments, travel, meetings, and committees, including preparing meeting materials and distributing minutes. Additionally, the Administrative Assistant will assist with administrative functions related to student conduct cases, maintain Student Affairs and College calendars, update online forms and communication platforms, and manage digital files, records, office inventory, equipment, and supplies. The role includes monitoring Student Affairs budgets, processing procurement transactions, coordinating travel arrangements, and providing support for graduation and special projects. Data entry, maintenance, and retrieval using various College systems are also key responsibilities. The position serves as a professional point of contact for the VPSA’s office, requiring the maintenance of confidentiality and sound judgment when handling sensitive information. Other duties as assigned are also part of the role.
Requirements
- Bachelor's degree in a related field and one (1) year of related work experience OR an associate's degree in Business Administrative Technology and two (2) years of related work experience
- Experience may substitute for the degree on a year-for-year basis
Nice To Haves
- Proficient with computers and Microsoft Office Applications software
- Experience in a higher educational environment, preferable in Student Affairs
- Knowledge of modern office practices and procedures
- Ability to prioritize and schedule tasks to meet deadlines and objectives
- Skilled in oral and written communication
Responsibilities
- Provide administrative support to the VPSA and the Student Affairs division, including correspondence, reports, presentations, forms, records, and other documents
- Coordinate the VPSA’s calendar, appointments, travel, meetings, and committees; prepare meeting materials and record and distribute minutes as appropriate
- Assist the VPSA with administrative functions related to student conduct cases, including correspondence with students and maintaining accurate records in the College’s case management system
- Maintain the Student Affairs and College calendars and update online forms, digital monitors, and other communication platforms with current information and events
- Maintain organized digital files, records, office inventory, equipment, and supplies
- Assist with monitoring all Student Affairs budgets, including recording purchase requests, tracking expenditures, and reconciling budgets with the general ledger monthly
- Initiate and process purchase requests, requisitions, contracts, invoices, and other procurement transactions in accordance with College policies and procedures
- Coordinate travel arrangements for the VPSA and maintain documentation for travel reimbursement
- Provide administrative and logistical support for graduation and various special projects
- Enter, maintain, and retrieve data using College systems, databases, spreadsheets, and other software applications
- Serve as a professional point of contact for the VPSA’s office
- Maintain confidentiality and exercise sound judgment when handline sensitive student, employee, financial, and institutional information
- Perform other duties as assigned
Benefits
- Robust benefits package designed for every stage of your career
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
