Executive Assistant to the Vice President for Student Affairs

Posting number: 2027021S

Department: Winthrop University

Job classification: Administrative Coordinator I

Posting type: Open

Categories: Administrative Assistant, Professional, Paraprofessional, Higher Education, Office and Administrative Support

Summary

Reporting to the Vice President for Student Affairs, the Executive Assistant provides high-level administrative support to the Vice President and the Division of Student Affairs, manages complex and confidential university business, coordinates executive workflows and communications and supports divisional projects, programs, financial processes and strategic initiatives. The incumbent manages daily operations and serves as a key liaison among Student Affairs departments, university offices, students, families, external partners and other constituents in support of divisional priorities and to advance the work of the Vice President and Student Affairs Executive Team.

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.
• Manages complex communications, scheduling, office operations and sensitive inquiries while ensuring efficient executive workflows.
• Triages and manages sensitive inquiries and concerns from students, families, faculty, staff and external stakeholders, applying policies and procedures to determine appropriate action and escalating complex or high-impact matters to senior leadership.

Divisional Programs, Special Projects, and Strategic Initiatives

• Provides high-level coordination and project management support for divisional programs, special projects and strategic initiatives as assigned.
• Supports the planning, coordination and follow-up for divisional priorities, including events, recognition programs, annual meetings, student-centered initiatives, vendor-supported programs and executive-level projects.
• Co-coordinates key divisional programs and initiatives, including Close Scholars and Student Government Association support, partnering with campus and external stakeholders to deliver well-organized, mission-aligned and professional programs and services.

Communications, Brand, Reports, and Digital Presence

• Supports executive communications, divisional branding, reporting and digital presence for the department and division.
• Assists with creating 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 department.
• Researches and analyzes divisional information, data and issues of current interest to support executive communications, leadership materials, reports, presentations and university-level requests.
• Coordinates with campus partners and stakeholders 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 department and assigned divisional programs, initiatives and accounts, in partnership with the Director of Student Affairs Operations.
• Supports budget monitoring and financial processes, including tracking expenditures, reconciliations, purchasing, travel, billing and vendor payments.
• Assists with budget inquiries, financial records and coordination with appropriate university offices to ensure timely, accurate and compliant processing.
• Supports personnel 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.
• Supports preparation for Board of Trustees and 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 e