Executive Assistant to the Vice President for Student Affairs

Winthrop University•Rock Hill, SC

23h

About The Position

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 on behalf of the Office of the Vice President and the Division of Student Affairs. Manages complex communications, scheduling, meeting preparation, travel coordination, executive workflows, office operations, records, divisional rosters, technology-based filing systems, supplies, equipment and work requests. Receives, researches, evaluates and triages sensitive inquiries, concerns and grievances involving students, parents, families, faculty, staff and external stakeholders; determines appropriate action according to established policies and procedures; and refers complex or high-impact matters to the Vice President or appropriate Student Affairs Executive Team member. Provides high-level coordination and project management support for divisional programs, special projects and strategic initiatives assigned by the Vice President for Student Affairs. Supports the planning, implementation, communication, logistics, contract tracking, assessment and follow-up for recurring and emerging Student Affairs priorities, including divisional events, recognition programs, annual meetings, student-centered initiatives (i.e., first-generation and veterans programming), vendor-supported programs and executive-level projects. Co-coordinates key aspects of the Close Scholars Program, Global Close Scholars initiatives, Student Government Association support and other programs connected to divisional priorities. Collaborates with Student Affairs departments, campus partners, students, community partners, donors and external constituents to ensure programs and projects are well-organized, mission-aligned, responsive, and executed with professionalism. Supports executive communications, divisional branding, reporting and digital presence for the Office of the Vice President for Student Affairs and the Division of Student Affairs. Assists with developing, drafting, editing, organizing 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 Office of the Vice President. Researches, collects, analyzes, and summarizes divisional information, data and issues of current interest to support executive communications, Board materials, meeting agendas, reports, presentations, proposals, speeches, committee work and university-level requests. Coordinates with Student Affairs departments, campus partners, student staff and appropriate university offices to ensure divisional communications are accurate, timely, accessible, mission-aligned and professionally presented. Provides financial, budgetary, procurement and personnel support for the Office of the Vice President for Student Affairs and assigned divisional programs, initiatives and accounts, in partnership with the Director of Student Affairs Operations. Supports the monitoring, tracking and reconciliation of operating budgets, foundation accounts, Student Government Association funds, procurement card transactions, travel authorizations, travel reimbursements, purchase requests, interdepartmental billing, vendor payments, contract-related financial processes and other financial documentation. Assists with budget inquiries, expenditure tracking, financial records and coordination with appropriate university offices to ensure timely, accurate and compliant processing. Supports personnel-related 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 involving the Vice President for Student Affairs and the division. Supports preparation for Board of Trustees meetings, divisional All Calls, Leadership Team meetings, Executive Team meetings, committees and other 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. Performs other related duties as assigned by the Vice President for Student Affairs in support of the Office of the Vice President, the Division of Student Affairs and university priorities. Participates in divisional meetings, programs, events, committees and special assignments as needed to support effective operations, divisional responsiveness and institutional service.

Requirements

Bachelor’s degree.
One year of responsible administrative experience.

Nice To Haves

Master’s degree or progress toward a master’s degree.
Three years of relevant administrative experience in an educational setting.
Experience providing administrative support to a high-level executive.
Experience supporting complex office operations, including program coordination, budget monitoring, student or employee supervision, event logistics, executive communications, website content management, and social media or digital communications.
Proficiency with Microsoft Office/Office365 and experience using technology platforms that support financial processes, communication, project management, virtual meetings and office operations.

Responsibilities

Provides high-level executive administrative and operational support to the Vice President for Student Affairs.
Serves as a primary point of contact for internal and external constituents on behalf of the Office of the Vice President and the Division of Student Affairs.
Manages complex communications, scheduling, meeting preparation, travel coordination, executive workflows, office operations, records, divisional rosters, technology-based filing systems, supplies, equipment and work requests.
Receives, researches, evaluates and triages sensitive inquiries, concerns and grievances involving students, parents, families, faculty, staff and external stakeholders; determines appropriate action according to established policies and procedures; and refers complex or high-impact matters to the Vice President or appropriate Student Affairs Executive Team member.
Provides high-level coordination and project management support for divisional programs, special projects and strategic initiatives assigned by the Vice President for Student Affairs.
Supports the planning, implementation, communication, logistics, contract tracking, assessment and follow-up for recurring and emerging Student Affairs priorities.
Co-coordinates key aspects of the Close Scholars Program, Global Close Scholars initiatives, Student Government Association support and other programs connected to divisional priorities.
Collaborates with Student Affairs departments, campus partners, students, community partners, donors and external constituents to ensure programs and projects are well-organized, mission-aligned, responsive, and executed with professionalism.
Supports executive communications, divisional branding, reporting and digital presence for the Office of the Vice President for Student Affairs and the Division of Student Affairs.
Assists with developing, drafting, editing, organizing and maintaining communications, reports, presentations, website content, social media content, public relations materials, brochures, annual reports, divisional updates and other materials.
Researches, collects, analyzes, and summarizes divisional information, data and issues of current interest to support executive communications, Board materials, meeting agendas, reports, presentations, proposals, speeches, committee work and university-level requests.
Coordinates with Student Affairs departments, campus partners, student staff and appropriate university offices to ensure divisional communications are accurate, timely, accessible, mission-aligned and professionally presented.
Provides financial, budgetary, procurement and personnel support for the Office of the Vice President for Student Affairs and assigned divisional programs, initiatives and accounts, in partnership with the Director of Student Affairs Operations.
Supports the monitoring, tracking and reconciliation of operating budgets, foundation accounts, Student Government Association funds, procurement card transactions, travel authorizations, travel reimbursements, purchase requests, interdepartmental billing, vendor payments, contract-related financial processes and other financial documentation.
Assists with budget inquiries, expenditure tracking, financial records and coordination with appropriate university offices to ensure timely, accurate and compliant processing.
Supports personnel-related 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 involving the Vice President for Student Affairs and the division.
Supports preparation for Board of Trustees meetings, divisional All Calls, Leadership Team meetings, Executive Team meetings, committees and other governance-related meetings.
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.
Performs other related duties as assigned by the Vice President for Student Affairs.
Participates in divisional meetings, programs, events, committees and special assignments as needed.