Assistant to the Associate Vice President - Student Life

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Assistant to the Associate Vice President/Sr. Associate Vice President – Student Life

JOB SUMMARY 

Performs responsible work in managing the day-to-day operations of the office of the Associate Vice President or Sr. Associate Vice President.  This position requires a high level of initiative and judgment and is responsible for a variety of complex decisions and administrative services.  Work is performed under general supervision and performance evaluation is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures. 

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Associate Vice President/Sr. Associate Vice President

Supervises:     May supervise Senior Administrative Assistant, Senior Secretaries, Secretaries, and/or Student Assistants

ESSENTIAL DUTIES - May include, but not limited to the following:

• Oversees administrative operations.
• Serves as assistant to the Associate Vice President/or Sr. Associate Vice President, maintaining and coordinating the calendar, appointments, correspondence, and programs/events.
• Responsible for independently performing highly responsible and confidential clerical duties and performing non-standardized work requiring the employee to work out production methods, schedules and priorities.
• Interprets policies and procedures to faculty, administrators, staff and students.
• Maintains contact with other University offices and external agencies.
• Prepares, monitors and maintains control of expenditures within budgets.
• Maintains departmental budgeting and prepares monthly summary reports and projections.
• Prepares departmental purchase orders and travel reimbursements.
• Supports and coordinates programs, activities and events related to AVP initiatives. 
• Assists with planning, coordinating and implementing pet therapy events. 
• May assign and review the work of staff.
• May interview and select new staff.
• Responsible for establishing job standards for subordinate staff and effectively evaluating staff under charge.  The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ADDITIONAL DUTIES

• Provides secondary administrative and coordination support to the units reported to the AVP. 
• Performs other duties as requested.

EDUCATION 

High school diploma or equivalent required. Bachelor’s degree preferred. 

EXPERIENCE

Eight years of experience in administration.  A combination of education, job related experience, and training may substitute for the experience required.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Working knowledge of office practices and methods.
• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.
• Ability to organize work effectively, use timelines to conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Project management skills; ability to track the development and progression of multiple programs, activities and events. 
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
• Ability to collaborate across units. 
• Ability to communicate effectively orally, by phone, in person, and in writing.
• Ability to represent the department and University in a friendly, courteous, and professional manner.
• Ability and comfortability working with dogs as part of duties with Pioneer Pet Therapy Program. 
• Ability to use a personal computer and other office equipment, including