Student Auxiliary Services (SAS) Executive Assistant

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) ExecutiveAssistant provides comprehensive executive-level administrative operationaland financial support to the Associate Vice President for Student AuxiliaryServices and divisional leadership. The position coordinates executivecommunications complex scheduling financial transactions special projectsand daily office operations while serving as a key liaison among divisionalleadership university departments external partners and other proactive coordination discretion professionalism and soundjudgment the Executive Assistant ensures the effective and efficient executionof divisional priorities and initiatives.

EssentialFunctions

(Essentialfunctions are the primary duties/major job responsibilities that an employeemust be able to perform with or without reasonable accommodation. Theessential functions are listed in order of importance.)

Financialand Business Operations

• 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.

ExecutiveSupport

• Manage and prioritize the Associate Vice Presidents 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

Communicationsand Project Coordination

• 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.

OfficeManagement

• 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

Eventand Program Coordination

• 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.

Education Bachelors degree

• Bachelors 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.

Experience Intermediate (3 to 4 years job-related 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.

KNOWLEDGE SKILLSAND ABILITIES

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

H43 - Business Operations

H4330 - Housing (H4330)

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

• Compensation type: Annual Salary
• Hourly rate:
• Salary minimum: TBD
• Salary hire maximum: TBD

Work is performed primarily in a professional office setting with frequent interaction with executive leadership university stakeholders and external partners. The position requires extensive computer use management of multiple competing priorities and the ability to respond effectively to changing demands and deadlines. Occasional evening/weekend work and travel between campus locations may be required to support meetings events and special projects.

• Number of openings: 1
• Reposted position: No
• Reposted reason: None (New Requisition)
• Prior posting/requisition number:

University policy requires certain persons who are offered employment to undergo a background check including a criminal history check before starting work. If you are offered employment the university will inform you if a background check is required.

Required Experience:

IC