Senior Administrative Assistant for Student Life

Liberty University•Lynchburg, VA

1d•$44,000 - $50,000•Onsite

About The Position

The Senior Administrative Assistant reports to the Executive Director of Student Life and supports the administrative, scheduling, communication, and office management needs of the Office of Student Life. The role manages calendars, coordinates meetings, facilitates communication among Student Life teams, records meeting notes, tracks project timelines, and prepares reports for leadership. It also supports office operations by managing supplies, equipment, requisitions, subscriptions, and incoming communications. The position processes student Convocation exemption requests, coordinates with other departments and Residence Life regarding exemptions and absences, and prepares attendance reports. It also budgets and arranges conference travel for Student Life teams and helps travelers reconcile expenses in accordance with university policy. The role has no supervisory responsibilities but may mentor Administrative Assistants in Student Life. The position is full-time and onsite, typically based in an office but with work also occurring in settings such as residence halls, warehouses, and outdoor activities. Local and campus travel may be required, potentially using a personal or university vehicle. A valid Virginia driver's license, acceptable DMV record, and liability insurance are required.

Requirements

Completed bachelor’s degree.
3–5 years of administrative experience.
3–5 years of Microsoft Excel and Outlook experience.
Effectively communicate verbally and in writing in English in a clear and professional manner.
Demonstrate organization, project management, and managerial skills.
Have computer skills necessary to use Microsoft Office Suite and Adobe Creative Suite.
Be task-oriented and dedicated, meet deadlines, and produce quality work.
Anticipate needs and take proactive steps to address them.
Build productive relationships and demonstrate interpersonal care, conscientiousness, and emotional intelligence.
Manage personal schedules and project timelines, as well as team schedules, with punctuality and proactivity.
Frequently travel to local and campus locations.
Be able to sit for extended periods, use a keyboard, hear and speak effectively, and occasionally stand, walk, and climb stairs.
Be able to handle materials, reach overhead, kneel or stoop, and regularly lift 20 pounds or less.
Provide proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance when required to use a personal or university vehicle.

Nice To Haves

Completed bachelor’s degree in business.
5 or more years of administrative experience.
5 or more years of Microsoft Excel and Outlook experience.

Responsibilities

Manage the Executive Director of Student Life’s Outlook calendar and arrange meetings, appointments, and focused work time.
Schedule meetings and coordinate the participation of Student Life personnel on behalf of the Executive Director.
Send and respond to correspondence for the Executive Director as needed.
Record detailed notes during meetings, appointments, and events.
Monitor project timelines, deliverables, and due dates, and follow up with direct reports to support accountability and timely completion of tasks.
Track and reconcile expenses for the Executive Director.
Procure and maintain office supplies and ensure office equipment and appliances function properly and are maintained.
Send regular email correspondence to Student Life teams as needed.
Submit requisitions for Student Life: Operations and Student Life: Creative.
Manage Student Life subscriptions to project management software, create and coordinate projects, and organize projects in the software.
Monitor the Student Life inbox, respond promptly, and organize or forward emails to the appropriate destination.
Respond to escalated student and staff inquiries by phone.
Determine eligibility for Convocation exemptions and process student requests.
Coordinate with departments regarding mass Convocation exemptions and enter data as appropriate.
Create Convocation attendance reports for Student Life leadership.
Budget travel expenses for Student Life teams attending conferences.
Book travel arrangements, including flights, rental vehicles, hotels, and conference tickets.
Help travelers reconcile expenses according to university policy after travel.
Perform other duties as assigned.
May mentor Administrative Assistants in Student Life.