Executive Assistant to the Vice President for Student Affairs

Job Summary
Executive Administrative and Operational Support Provides high-level executive administrative and operational support to the Vice President for Student Affairs and serves as a primary point of contact for internal and external constituents on behalf of the Office of the Vice President and the Division of Student Affairs. Manages complex communications scheduling meeting preparation travel coordination executive workflows office operations records divisional rosters technology-based filing systems supplies equipment and work requests. Receives researches evaluates and triages sensitive inquiries concerns and grievances involving students parents families faculty staff and external stakeholders; determines appropriate action according to established policies and procedures; and refers complex or high-impact matters to the Vice President or appropriate Student Affairs Executive Team member. Divisional Programs Special Projects and Strategic Initiatives Provides high-level coordination and project management support for divisional programs special projects and strategic initiatives assigned by the Vice President for Student Affairs. Supports the planning implementation communication logistics contract tracking assessment and follow-up for recurring and emerging Student Affairs priorities including divisional events recognition programs annual meetings student-centered initiatives (i.e. first-generation and veterans programming) vendor-supported programs and executive-level -coordinates key aspects of the Close Scholars Program Global Close Scholars initiatives Student Government Association support and other programs connected to divisional priorities. Collaborates with Student Affairs departments campus partners students community partners donors and external constituents to ensure programs and projects are well-organized mission-aligned responsive and executed with professionalism. Communications Brand Reports and Digital Presence Supports executive communications divisional branding reporting and digital presence for the Office of the Vice President for Student Affairs and the Division of Student Affairs. Assists with developing drafting editing organizing and maintaining communications reports presentations website content social media content public relations materials brochures annual reports divisional updates and other materials that reflect the priorities voice and standards of the Office of the Vice President. Researches collects analyzes and summarizes divisional information data and issues of current interest to support executive communications Board materials meeting agendas reports presentations proposals speeches committee work and university-level requests. Coordinates with Student Affairs departments campus partners student staff and appropriate university offices to ensure divisional communications are accurate timely accessible mission-aligned and professionally presented. Financial Budget and Personnel Support Provides financial budgetary procurement and personnel support for the Office of the Vice President for Student Affairs and assigned divisional programs initiatives and accounts in partnership with the Director of Student Affairs Operations. Supports the monitoring tracking and reconciliation of operating budgets foundation accounts Student Government Association funds procurement card transactions travel authorizations travel reimbursements purchase requests interdepartmental billing vendor payments contract-related financial processes and other financial documentation. Assists with budget inquiries expenditure tracking financial records and coordination with appropriate university offices to ensure timely accurate and compliant processing. Supports personnel-related processes including student and temporary employee hiring onboarding I-9 and E-Verify coordination scheduling training timesheet review supervision and evaluation of student office assistants and digital media assistants. University and Divisional Committee Support Provides logistical administrative and agenda support for university and divisional committees leadership meetings search processes and executive-level projects involving the Vice President for Student Affairs and the division. Supports preparation for Board of Trustees meetings divisional All Calls Leadership Team meetings Executive Team meetings committees and other governance-related meetings including agenda curation collection and organization of materials meeting preparation documentation follow-up tracking and recording secretary duties when needed. Assists with staffing divisional search committees and coordinating related logistics communications materials schedules and documentation. Provides administrative support to departments within the division as needed to support continuity responsiveness and effective operations. Other Duties as Assigned Performs other related duties as assigned by the Vice President for Student Affairs in support of the Office of the Vice President the Division of Student Affairs and university priorities. Participates in divisional meetings programs events committees and special assignments as needed to support effective operations divisional responsiveness and institutional service.

Required Qualifications
Bachelors degree. One year of responsible administrative experience.

Preferred Qualifications
Masters degree or progress toward a masters degree. Three years of relevant administrative experience in an educational setting. Experience providing administrative support to a high-level executive. Experience supporting complex office operations including program coordination budget monitoring student or employee supervision event logistics executive communications website content management and social media or digital communications. Proficiency with Microsoft Office/Office365 and experience using technology platforms that support financial processes communication project management virtual meetings and office operations.