Senior Administrative Assistant, Student Affairs

Alvernia University • Reading, PA

1d • Hybrid

About The Position

Serve as the Senior Administrative Assistant to the Associate Vice President of Student Affairs/Dean of Students and the Student Affairs division assisting with management of the day-to-day operations. This role involves supporting the AVP, managing office operations, processing financial documents, overseeing budgets, and providing essential support to the Student Affairs division. The position also requires leading and contributing to professional development initiatives, modeling excellent customer service, and representing the university at various events.

Requirements

• Commitment to the organization’s mission, values, and service-oriented culture.
• Minimum 3–5 years’ experience as an executive assistant or similar role.
• High-level proficiency in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and other software.
• Strong analytical skills with the ability to interpret data, evaluate processes, and implement improvements.
• Exceptional interpersonal, communication, and conflict-resolution abilities.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
• Availability to work evenings, weekends, or travel as required.

Responsibilities

• Provide support to the AVP of Student Affairs/Dean of Students.
• Provide frontline assistance to internal and external groups, including answering inquiries, responding to requests, scheduling meetings, processing paperwork, and ensuring a professional office environment.
• Assist the Associate Vice President with maintaining calendar and scheduling meetings.
• Process invoices from divisional expenses for payment.
• Process expense reports and credit card reconciliations.
• Monitor the budgets of all offices within the Student Affairs division and provide reporting.
• Track divisional expenses and ensure accuracy of budget records.
• Prepare and provide monthly budget reports to the Associate Vice President of Student Affairs/Dean of Students.
• Assist with forecasting and monitoring spending against budget allocations.
• Oversee deposits to Business Office and Bank.
• Support needs of Student Affairs division.
• Triage student and family concerns to appropriate offices.
• Order and maintain inventory for office supplies for the Student Affairs Division.
• Assist with booking rooms and catering as necessary for meetings and events.
• Assist Student Affairs offices with student and family communication during high volume times such as Connection Days, First Year Housing Assignments, New Student Orientation, Housing Selection and Commencement.
• Oversee required student paperwork for items such as: Student Travel, Medical Leave of Absence, Release from Housing, Appeals, Conduct Certification Forms.
• Lead or contribute to internal training and professional development initiatives that enhance compliance, service excellence, communication, and inclusive practices across the organization.
• Promote a high standard of customer service by modeling responsive, solutions-oriented interactions with students, clients, colleagues, and external partners.
• Serve as a positive ambassador for the organization by communicating its mission, values, and offerings effectively to internal and external audiences.
• Represent the university at recruitment and outreach events, including open houses, orientations, and community engagement programs.
• Perform additional duties, as assigned to support departmental and organizational needs.

Benefits

• Robust Health Coverage: Choose from three offered medical plans, plus dental and vision.
• University-paid life/AD&D insurance and long-term disability, with options for short-term disability and supplemental coverage for you and your family (including accident, critical illness, and hospital indemnity plans).
• Flexible spending accounts are also available.
• 403(b) Retirement Plan with 100% immediate vesting, a University gift contribution, and a generous match up to 5% of your deferrals.
• 20 paid holidays each year, including 5 floating holidays.
• Possibility of flexible or hybrid work options for many roles.
• Tuition remission benefits for yourself and your dependents.
• Free access to our Medical & Counseling Center for benefit-eligible employees on our main campus.
• Employee Meal Plan providing convenient, flexible dining options on campus at a reduced cost.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed