Executive Associate to the Vice President for Student Affairs

Millersville University of Pennsylvania•Millersville, PA

46d•$55,000 - $57,000•Onsite

About The Position

This position will serve as an Executive Associate for the Vice President for Student Affairs (VPSA). The major responsibilities of the position will focus on a wide variety of assignments as well as the day-to-day oversight and management of the VPSA's office operations. Some of these activities would include but not be limited to the preparation of reports, analytic analysis, monitoring of project timelines, review of policies and procedures and make recommendations to the VP. The Executive Associate will review and monitor all business activity related to the management of the office operations and delegate projects and assignments to the appropriate Student Affairs direct reports, including the Secretary. This position will require specific understanding of each major function within the division to make important decisions as to the allocation of assignments for the VP. In addition, this position will act as a liaison to other institutional offices, the state offices, as well as the external community. This position will attend meetings on the VPSA's behalf if the VP is unable to attend.

Requirements

Bachelor's degree and five years of experience working as an administrative assistant at an executive level OR the equivalent combination of education and experience to successfully perform the duties of the position.
Experience scheduling complex meetings and/or events.
Experience in budget preparation and management.
Highly effective interpersonal and phone skills.
Proficiency at a university level in oral and written communications and proofreading.
Strong sense of diplomacy, responsibility, and tact.
A high degree of integrity and adherence to confidentiality.
Excellent planning and organizational skills, with the ability to handle multiple priorities and projects.
Ability to deal with personnel matters and office management.
Highly skilled in the use of Zoom and Microsoft Office, with a strong emphasis on Microsoft Word, PowerPoint, Excel, Outlook, and Teams.
Independent judgement, personal responsibility, and anticipatory thinking.
Comfort with dynamic, fast-paced work environments.
A sense of urgency and attention to deadlines and details.
Flexibility, willingness, and ability to pursue and adopt new ideas, information and technology, and process and summarize information.
Ability to communicate effectively with people from varied social, educational, and economic backgrounds and demonstrate sensitivity to diversity and multicultural issues.
Commitment to inclusive practices and working with diverse student populations.
Successful interview.
Successful completion of three background checks.

Nice To Haves

Master's degree.
Prior experience supporting an executive or manager in a university.
Banner, People Admin and/or SAP experience.

Responsibilities

Research matters, procedures and processes as requested by the VP. Apprise the VP of matters that may be of significance.
Respond to communications (correspondence, emails, telephone contacts, etc.) as authorized by the VP.
Draft correspondence and reports for the VP.
Edit drafts prepared by other divisional staff members.
Prepare: briefing materials for the VP's presentations and meetings. documents and processes for administrative searches.
Draft documents and reports for meetings with the Council of Trustees and Cabinet.
Monitor the investigation and resolution of complaints.
Coordinate the timely submission of internal and external reports.
Review guidelines for various reports and processes and develop revisions/updates as required.
Ensure the integrity of confidential matters related to the VP's office.
Participate in campus events and meetings as a member of VP's office.
Assist the VP as a point of contact for students and parents.
Act as a liaison to other institutional offices, state offices, and the external community.
Work closely with all the units within Student Affairs, the Secretary for Student Affairs, department directors, the President's Office, and Human Resources to ensure high performance.
Work collaboratively to keep all staff within the VP's Office appropriately advised of issues that directly affect them or matters relevant to the operation of the division and ensure matters of confidentiality are maintained as such.
Attend and participate in Student Affairs leadership meetings, VP staff meetings, VP administrative meetings and other meetings/committees as directed by the VP.
Conduct staff meetings to prioritize and ensure tasks/projects are being completed timely and accurately.
Ensure all customer service calls/emails that originate from the President's Office or VP for Student Affairs office are referred to the appropriate area.
Ensure integrity of confidential matters related to the VP's office.
Provide follow-up details to the President's Office and VPSA.
Supervise student workers.
Provide work assignments and monitor completion of tasks.
Work collaboratively with professionals within the Office of Budget and Accounting to prepare, manage, and monitor the Division budget to include the VP's budget and inform the VPSA of any issues within the budget.
Ensure fiscal responsibility by actively monitoring and managing the budget; keeping the VP informed of budget status and working with the budget office, directors, and administrative staff to ensure fiscal responsibility. Work with the VP to determine the best sources of funding for various projects.
Initiate and prepare annual division budget resource request process. Prepare the budget guidelines for directors in preparation of their budgets. Prepare the annual resource request for submission and approval by Cabinet.
Serve as a participating member of Student Affairs leadership team and recorder for the meeting minutes, prepare and disseminate pertinent information to members.
Assist the VP with the Parent's Council
Work closely with the VP in planning and coordinating retreats and special events.
Assist in employment searches.
Research and assist in the application and management of grants.
All other duties as assigned.