Administrative Assistant to VP/Dean of Students

Quinnipiac University•Hamden, CT

1d•Onsite

About The Position

Quinnipiac University invites applications for the position of Administrative Assistant to VP/Dean of Students. This position will provide high level executive assistant support for the Office of the VP/Dean of Students, including administrative, staff assistance, and clerical duties. This position requires flexibility in work hours/availability.

Requirements

High school diploma or GED required.
3–5 years of administrative or executive support experience, preferably in a higher education setting.
Demonstrated ability to manage complex office operations, prioritize tasks, and meet multiple deadlines.
Experience with budget tracking, reconciliation, and financial reporting in a fast-paced environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong calendar management and meeting coordination experience.
Ability to organize and maintain detailed records, files, and data systems.
Professional demeanor with the ability to interact effectively with senior administrators, faculty, students, parents, and external stakeholders.
Ability to handle sensitive and confidential information with discretion.
Experience organizing meetings, events, and administrative functions.
Customer-service mindset with a focus on responsiveness and professionalism.
Willingness and flexibility to support evening/weekend events as needed.
Proven ability to collaborate effectively with individuals from varied backgrounds.
Successful completion of a Microsoft Office skills test, proofreading test, and background check.

Nice To Haves

Experience in a higher education setting.

Responsibilities

Maintain the efficient operation of the Office of the VP/Dean of Students.
Manage the professional communications that are part of the office function including receiving visitors, phone calls, incoming mail/email, routine correspondence, memos, minutes, reports, grants, forms, etc. Edit for accuracy, format, punctuation and construction.
Maintain high level confidentiality and sensitivity of issues that are presented to the VP/Dean of Students office.
Assist in preparation, managing and monitoring the budget, including reporting, reconciling expenditures, maintaining appropriate financial files for multiple departments within the division.
Process on-line requisitions, office bills and expenses, verifying availability of funds, verifying invoices and reconciling accounts.
Organize and maintain appropriate professional files related to staff and students.
Access student information in multiple university databases to assist with student and parent concerns, background checks and processing transfer and disciplinary clearance forms.
Provide robust document, presentation and spreadsheet support.
Manage the VP/Dean of Students calendar and coordinate regular staff, group and individual meetings with the VP/Dean of Students.
Conduct research and collect data to prepare correspondence, memos, presentations and reports on behalf of the VP/Dean of Students
Interact/correspond with Deans, senior administration, faculty, staff, parents, students, vendors and visitors; answer questions and bring resolve to concerns within scope of authority & knowledge.
Build collaborative working relationships with university staff, assisting in interpretation and policy implementation to ensure alignment with Division and University expectations.
Assist with evaluating terms and processing of divisional contracts and agreements with external vendors and employees.
Utilize university software to retrieve and maintain information.
Organize and coordinate key multi-functional meetings; coordinate resources and maintain records for events.
Work evening/weekend events as needed.
Maintain ordering and supplies for the Dean of Students office and schedule maintenance as needed for office equipment.
Manage and renew professional memberships and travel arrangements as needed.
Other duties as assigned.