Sr. Administrative Assistant - Student Success

Kentucky State University•Frankfort, KY

3d•Onsite

About The Position

The Senior Administrative Assistant provides comprehensive administrative and operational support to the Office of the Vice President of Enrollment Management & Student Success and assists with the efficient coordination of administrative activities within the Student Success division. This position requires a highly organized, detail-oriented individual with strong communication, process management, spreadsheet, document preparation, and organizational skills. The Senior Administrative Assistant supports daily office operations, coordinates meetings and schedules, processes financial and personnel-related documentation, maintains records, tracks deadlines and projects, and assists with divisional initiatives and events. The position requires a proactive approach, sound judgment, professionalism, attention to detail, and the ability to handle confidential information with discretion.

Requirements

Bachelor’s degree required.
Equivalent combination of education and experience may be considered.
Minimum of 3–5 years of progressively responsible administrative support experience, including at least 2 years in a higher education or similarly complex organization.
Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with document preparation and editing, calendar and meeting management, and travel coordination.
Strong organizational and time management skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Ability to handle confidential information with discretion.
Familiarity with project management tools (e.g., Asana, Trello) and Adobe Acrobat.

Nice To Haves

Bachelor’s degree in Business Administration, Office Management, or related field.
Experience supporting mid-level or senior management; prior experience coordinating across multiple departments or functions.
Familiarity with database systems and enterprise software used in higher education (e.g., Banner, PeopleSoft).
Ability to troubleshoot office systems and technology, assist with process improvement, and support event planning or project coordination.
Demonstrated expertise in process management and the ability to analyze and improve workflows.

Responsibilities

Provide comprehensive administrative support to the Vice President of Enrollment Management & Student Success and other members of the Student Success division as assigned.
Develop, maintain, and improve administrative processes and procedures to support efficient office operations, workflow, and information management.
Manage and maintain electronic and paper filing systems, ensuring records are accurate, accessible, organized, and maintained in accordance with University policies and applicable records retention requirements.
Create, format, edit, and proofread correspondence, reports, presentations, memoranda, agendas, meeting materials, forms, and other documents using Microsoft Word and other applicable software.
Utilize Microsoft Excel and other spreadsheet applications to enter, organize, maintain, and analyze data; create spreadsheets and reports; apply formulas and formatting; and assist with tracking divisional information and activities.
Manage calendars, schedule appointments and meetings, coordinate meeting logistics, and assist with the preparation and distribution of meeting agendas, materials, and follow-up items.
Serve as a point of contact for the Office of the Vice President and Student Success division, responding to inquiries and providing professional assistance by telephone, email, in person, and through other forms of communication.
Coordinate internal and external meetings involving the Vice President and Student Success division, including scheduling, room arrangements, technology needs, materials, invitations, and other logistical requirements.
Process purchase requisitions, invoices, check requests, travel documentation, expense reports, budget transfers, and other financial documents in accordance with University policies and procedures.
Assist with the preparation of budget materials and monitor and track expenditures, commitments, and financial documentation as requested.
Coordinate travel arrangements for the Vice President and Student Success staff, including transportation, lodging, registration, itineraries, and related documentation.
Assist with administrative processes related to personnel actions, recruitment, hiring, onboarding, and other employment-related activities within the division, as assigned.
Track deadlines, assignments, projects, and action items; maintain appropriate follow-up; and proactively communicate outstanding items to ensure timely completion.
Assist with divisional projects and initiatives by gathering information, maintaining tracking documents, coordinating communications, and monitoring progress.
Assist with the planning and coordination of Student Success meetings, workshops, conferences, orientations, events, and other divisional activities.
Maintain office supplies, equipment, and inventory and coordinate purchases and service requests as needed.
Assist with the preparation, organization, and distribution of reports, presentations, communications, and other materials for divisional and University activities.
Gather information from various sources, compile data, and assist in preparing reports and summaries for the Vice President and Student Success division.
Identify opportunities for improving administrative processes and workflows and recommend practical solutions to enhance efficiency, organization, and service.
Maintain confidentiality and exercise appropriate discretion when handling student, employee, financial, personnel, and other sensitive University information.
Provide professional and courteous customer service to students, faculty, staff, administrators, visitors, and external constituents.
Support compliance with University policies and applicable federal and state laws and regulations, including requirements related to confidentiality, records management, procurement, financial procedures, FERPA, Title IX, Clery Act, workplace safety, and nondiscrimination.
Participate in required University training and professional development activities.
Provide administrative support for special projects, initiatives, and assignments as directed by the Vice President or designee.
Perform other related duties as assigned to support the effective operation of the Student Success division.