Senior Administrative Assistant for Student Life

Liberty University•Lynchburg, VA

40d•Onsite

About The Position

The Senior Administrative Assistant reports to the Executive Director of Student Life working to meet administrative, scheduling, and communication needs as they arise. This position manages the Student Life Calendar, facilitates communication among the various Student Life teams, performs various office management functions, assists in the facilitation and note-taking of various meetings, and generates reports for Student Life leadership. The Senior Administrative Assistant proactively follows up with various stakeholders to ensure timely updates, project completion, smooth office communication and decision making. This position helps to facilitate the management of the Office of Student Life by responding to phone calls, sorting and responding to communications received in the Student Life inbox, and overseeing the purchase of and correct function of office equipment and supplies. The position is responsible for determining and processing Convocation exemptions, communicating with students the status of their request, coordinating independently with other offices requesting Convocation exemptions for students, and communicating with Residence Life regarding absences and exemptions. The ideal candidate for this position is organized, detail-oriented, self-motivated, relational, timely, and anticipates needs before they arise.

Requirements

Bachelor's degree completed.
3-5 years of administrative experience.
3-5 years of Microsoft Excel and Outlook experience.
Effectively communicates in both verbal and written forms to convey clear, well-articulated information.
Able to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
Demonstrates strong organization, project management, and managerial skills.
Possesses excellent computer skills, necessary for Microsoft Office Suite and Adobe Creative Suite.
Task oriented and dedicated, meets deadlines while going the extra mile and producing quality work products.
Anticipates needs and takes steps to meet those needs before they crop up, taking a proactive and intentional approach to their duties.
Sincere and affable, builds relational rapport quickly and establishes meaningful and productive relationships, earning the respect of both their peers and leaders.
Proactive and servant-hearted, works hard and inspires others to do so as well.
Purposefully shows care for others, exhibiting intentionality, conscientiousness, and emotional intelligence in all their interpersonal interactions.
Detail-oriented, catching and fixing small errors and details in both visual and written communications.
Manages their own schedule, project timelines, as well as the schedules of their team with punctuality and proactivity.
Frequently required to travel to local and campus locations.
Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
Regularly required to hear and speak in order to effectively communicate and review ORL media content.
Occasionally required to stand, walk, and climb stairs to move about the building.
Handle materials, reach overhead, kneel or stoop in order to conduct business.
Regularly lift 20 or fewer pounds.
Proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required.

Nice To Haves

Completed bachelor's degree in business.
5+ years of administrative experience.
5+ years of Microsoft Excel and Outlook experience.

Responsibilities

Assist the Executive Director of Student Life
Manage the Executive Director of Student Life's Outlook calendar
Schedule necessary meetings, appointments, and facilitate the gathering of various Student Life personnel on behalf of the Executive Director.
Assist the Executive Director of Student Life by sending and responding to correspondence as necessary.
Assist the Executive Director of Student Life by recording and taking detailed notes during meetings, appointments, and events.
Monitor and manage key project timelines, deliverables, and due dates on behalf of the Executive Director.
Serve as a liaison between the Executive and their direct reports to ensure accountability, timely updates, and completion of assigned tasks.
Track and reconcile expenses for the Executive Director.
Procure and maintain the overall stock of office supplies for the Office of Student Life.
Ensure that the office equipment such as printers, laminator, coffee maker, and other appliances function properly and are organized and maintained correctly.
Facilitate regular email correspondence to various Student Life teams as meetings and office staff dictate.
Submit requisitions for Student Life: Operations and Student Life: Creative.
Management of Student Life subscriptions to a project management software (i.e. SmartSheet), creating and coordinating projects in the software, and organization of projects in the software.
Monitor and provide timely responses to emails received in the Student Life inbox, helping to organize and forward emails to their necessary destination as the need arises.
Respond to and address escalated student and staff inquiries over the phone.
Determine eligibility for an exemption and process requests submitted by students accordingly.
Liaise with various departments regarding mass exemptions and enter data as appropriate.
Create attendance reports for Student Life leadership to monitor changes in Convocation.
Budget travel expenses for various teams attending various conferences throughout the year.
Book travel arrangements, including but not limited to airline flights, rental vehicles, hotels, conference tickets, etc.
Assist travelers in reconciling expenses according to university policy, upon return.
Other duties as assigned.