Executive Assistant to the Dean of Students

The Principia-posted 4 months ago

$27 - $31/Yr

Full-time • Entry Level

Elsah, IL

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The Executive Assistant to the Dean of Students provides high-level administrative and operational support to the Dean, ensuring the efficient functioning of the Office of Student Life. This role is responsible for managing the Dean’s calendar, coordinating meetings and taking notes, monitoring project targets and compliance due dates, supporting residential operations and office management, and serves as the first point of contact, welcoming and directing students, staff, and visitors to appropriate Student Life personnel and resources. The Executive Assistant serves as a liaison between the Dean and internal and external stakeholders and plays a key role in helping the Dean stay informed, organized, and responsive.

Serve as the primary point of contact for the Dean, assisting with prioritizing requests and ensuring timely communication with students, faculty, staff and external stakeholders
Maintain a professional and welcoming environment for the Office of Student Life; greet students, staff, and visitors and direct them to appropriate resources or personnel
Manage the Dean’s calendar, schedule meetings, draft internal department communications as needed, and coordinate travel arrangements and event logistics
Monitor the Dean’s email to elevate action items as needed and ensure timely response to students, staff, and other stakeholders
Manage timely and efficient admin and other department meetings; prepare materials, agendas, and follow-up documentation; take and distribute meeting minutes/action items
Provide administrative support to the Director of Residential Life, including record-keeping and coordination of housing assignments, break-housing logistics, facilities requests, student complaints, and related communications
Track due dates and deadlines for Dean’s office action items, including key project/initiative milestones by providing timely communication and reminders or other information to project team members; provide regular updates to the Dean on progress and next steps
Plan and execute department professional development and internal training, after action reviews, and support events such as orientation, and other programs or activities as assigned
Oversee day-to-day operations of the Office of Student Life, including supplies, equipment, and office systems
Maintain confidential files and records in accordance with institutional policies and legal requirements; serve as the Maxient Administrator for Student Life
Support budget tracking, purchasing, and expense reporting; monitor, reconcile, and report on departmental budgets; prepare and process purchase requisitions and credit card reconciliations
Represent the Office of the Dean of Students in cross-departmental meetings and campus committees as needed
Ensure timely tracking of compliance deadlines, including trainings and other actions or initiatives required for state, federal, or institutional compliance
Maintain and publish Student and Department Handbooks, coordinate handbook updates and distribution
Support student complaints processes and accountability systems as assigned
Assist with data collection, institutional reporting, and departmental planning aligned with organizational priorities

Student of Christian Science required
Supportive of Principia’s guiding statements
Bachelor’s degree required; relevant experience may substitute for education
3 years of administrative or executive support experience, preferably in a higher education or student affairs setting
Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced, and often changing environment
Excellent written and verbal communication skills
Proficiency in office software, including Microsoft Office Suite, Google Workspace, project management tools, and student information systems (e.g., Banner) and or Maxient, or the ability to become proficient within a month or two of starting the position
Demonstrated ability to handle confidential information with discretion
Familiarity with residential life or student affairs operations preferred
Ability to work occasional evenings or weekends to support essential department events

Generous Employee Tuition Discount: Enjoy a 90% discount on tuition (pro-rated for part-time staff) for your eligible children enrolled from Pre-K3 through College (infant and acorn programs excluded)
Relocation: Principia provides a relocation imbursement of up to 12% of your annual salary, when moving from outside a radius of more than 50 miles
Professional Development: Access to learning opportunities, training programs, and career growth support
Comprehensive Benefits: Including comprehensive health, dental, and vision plans, paid time off, a 403(b) retirement plan with Principia matching, and more

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