Assistant to the Vice President & Dean of Students

Job Description:

Position Summary

Provides primary administrative support to the Vice President and Dean of Students with additional administrative support provided to the Associate Vice President for Student Affairs. Serves as a key point of contact for the Division of Student Life exercising sound judgment discretion and independence in managing a wide range of administrative confidential and operational responsibilities that support the daily functioning of both offices and the broader division. Workload is prioritized primarily around the needs of the Vice President and Dean of Students with support extended to the Associate Vice President as needed.

Responsibilities

• Manage the Vice Presidents calendar appointments and travel; provide scheduling and correspondence support to the Associate Vice President as needed

• Serve as first point of contact for calls visitors correspondence and the inbox assessing urgency and referring as appropriate

• Draft edit and proofread correspondence reports and presentation materials; prepare materials for Board of Trustees senior staff and deans meetings

• Coordinate logistics for Division meetings and retreats; provide backup coverage for the Associate Vice Presidents office during peak periods or absences

• Maintain confidential student personnel and departmental files in accordance with FERPA and College policy

• Serve as point of contact for parent/family inquiries; assist with communication and coordination during campus emergencies as directed

• Work with associate dean(s) to process track and communicate with students on medical or other leaves

• Reconcile and track monthly budget expenditures and credit card charges for Dean of Students Office personnel

• Assist with budget reports and projections; process purchase orders expense reports and reimbursements for the division

• Provide administrative support for selection of various student awards and Commencement Class Speaker logistics

• Maintain Division listservs; provide backup support to other Division administrative staff during absences

• Coordinate logistics for major Division events (orientation Family Weekend Commencement awards ceremonies) and search committees including candidate interviews and campus visits

• Liaise with campus offices (e.g. Registrar Residential Life Athletics Health Services Counseling and Psychological Services) on behalf of the Vice President and Associate Vice President

• Maintain Division records per retention schedules; compile data for assessments accreditation reviews and surveys (e.g. NASPA benchmarking)

• Support onboarding of new Division staff and student employees including systems access keys and equipment

• Perform other duties as assigned

Education & Experience

• Associates degree and five or more years of progressively responsible administrative support experience are required; bachelors degree preferred

• Experience supporting senior-level administrators in a higher education setting is strongly preferred

• An equivalent combination of education and experience will be considered

Knowledge Skills & Abilities

• Sound judgment discretion and ability to maintain strict confidentiality on sensitive student personnel and institutional matters

• Strong diplomatic verbal and written communication with students parents faculty staff and senior administrators

• Ability to manage competing priorities across two offices with flexibility and independent judgment

• Excellent organizational skills attention to detail and ability to work both independently and collaboratively

• Proficiency with standard office software (Microsoft Office and/or Google Workspace) and administrative systems (e.g. Colleague Maxient)

• Ability to remain calm professional and solution-oriented in a fast-paced environment with frequent interruptions

Compensation Range:

$22.00 - $24.00 per hour

EEO Policy:

Benefits:

For Benefits Information please navigate to the following link:

Employment - Work at Hamilton - Hamilton College