Student Auxiliary Services (SAS) Executive Assistant

Wayne State University•Detroit, MI

12d•Onsite

About The Position

Wayne State University is searching for an experienced Student Auxiliary Services (SAS) Executive Assistant at its Detroit campus location. Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society. Job Purpose The Student Auxiliary Services (SAS) Executive Assistant provides comprehensive executive-level administrative, operational, and financial support to the Associate Vice President for Student Auxiliary Services and divisional leadership. The position coordinates executive communications, complex scheduling, financial transactions, special projects, and daily office operations while serving as a key liaison among divisional leadership, university departments, external partners, and other stakeholders. Through proactive coordination, discretion, professionalism, and sound judgment, the Executive Assistant ensures the effective and efficient execution of divisional priorities and initiatives.

Requirements

Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Higher Education Administration, Accounting, Communications, or a related field; or an equivalent combination of education and experience.
Three to five years of progressively responsible administrative support experience, preferably providing direct support to senior leadership or executives.
Experience handling confidential and sensitive information with discretion and sound judgment.
Demonstrated ability to manage multiple priorities, coordinate complex schedules, and work independently in a fast-paced environment.
Strong verbal and written communication skills, including the ability to prepare professional correspondence, reports, and presentations.
Strong organizational, analytical, problem-solving, and project coordination skills.
Proficiency with Microsoft Office Suite, electronic calendaring systems, and university administrative systems.
Ability to establish effective working relationships with diverse internal and external stakeholders.
Demonstrated ability to meet deadlines, exercise initiative, maintain attention to detail, and support executive leadership in achieving strategic objectives.
Ability to exercise independent judgment, discretion, and diplomacy.

Nice To Haves

Knowledge of university financial, human resources, procurement, and business processes preferred.

Responsibilities

Develop and maintain positive working relationships with university leadership, faculty, staff, students, trustees, donors, community partners, and external constituents.
Represent the office of the Associate Vice President in a professional and courteous manner.
Process invoices, purchase requests, reimbursements, and other financial transactions through university systems while ensuring compliance with applicable policies and procedures.
Prepare, process, and monitor financial documents, including IRBs, SPAs, budget transfers, reimbursements, and related business transactions.
Assist with budget tracking, expenditure monitoring, financial reporting, and reconciliation activities.
Maintain accurate financial, administrative, and operational records and provide reports as requested by leadership.
Coordinate with university departments and external vendors to facilitate procurement, payment processing, and contract-related activities.
Manage and prioritize the Associate Vice President's calendar, ensuring alignment with strategic priorities and resolving scheduling conflicts independently.
Anticipate administrative and operational needs of the AVP and proactively address issues to support effective decision-making and time management.
Act as a gatekeeper and strategic partner by managing requests, determining priority, and ensuring timely follow-up on behalf of the executive
Ensure consistent messaging and professional communications with internal and external stakeholders.
Monitor and manage executive communications, including email and telephone inquiries, and respond or redirect as appropriate.
Track action items, deadlines, and deliverables resulting from meetings and provide regular status updates to the Associate Vice President.
Conduct research, compile information, and prepare briefing materials to support executive decision-making.
Coordinate leadership meetings, standing committees, advisory boards, and divisional workgroups.
Prepare agendas, meeting materials, minutes, and follow-up documentation.
Maintain official records, reports, and documentation related to divisional meetings and governance activities.
Handle highly confidential personnel, financial, student, and organizational information with discretion and professionalism.
Ensure compliance with University policies, FERPA, and other applicable regulations when managing records and communications.
Develop and improve administrative processes and office procedures to enhance efficiency and service delivery.
Coordinate office operations and provide guidance to administrative support staff as appropriate.
Maintain divisional records management systems, ensuring accurate retention and accessibility of documents
Plan and coordinate executive events, divisional functions, recognition programs, retreats, and special events.
Manage event logistics, communications, and follow-up activities.
Perform other related duties as assigned.