Senior Administrative Assistant, Student Affairs

Summary:

The Senior Administrative Assistant manages multiple administrative tasks in a fast-paced, student-centered environment. Reporting to the Dean of Students and Vice President for Student Affairs, the Senior Administrative Assistant will provide clerical and administrative support to the Dean of Students/VPSA Office, while also managing reception and triaging phone calls, emails, and other inquiries to the office. The position serves a coordinating role for the Dean/VPSA across the entire Student Affairs Division and beyond, and as such is responsible for disseminating accurate, current information to all departments reporting to the Office of Student Affairs. This includes assisting and coordinating on projects, programs, budgets and proposals; listening to and advising internal and external constituencies regarding inquiries; and, providing substantial daily support to the Vice President for Student Affairs and other divisional staff as identified. 

Primary job duties:

Office Management

• Provide reception and front desk coverage for Student Affairs. Review and answer correspondence, screen callers and visitors, and handle confidential matters.
• Anticipate VPSA office staff proactively managing daily operations and tasks of the VPSA central office and reception
• Oversee the administrative suite and VPSA reception, maintaining office supplies, managing incoming and outgoing mail, and greeting visitors. Maintain organized filing systems and office operations.
• Serve as a delegate between VPSA and divisional leadership team, processing administrative tasks as needed.
• Handle confidential and sensitive information with discretion and professionalism
• Maintain organized filing systems and office operations.
• Serve as point of contact for the Board of Trustees Student Life and Admissions Committee including meeting attendance and minutes.
• Serve as the primary liaison between the VPSA and internal and external stakeholders, managing phone calls, inquiries, and meeting requests.
• Content Management for two Case Center Student Affairs Screens and manage website maintenance and maintain electronic files

Program Support

• Manage and support all logistical and planning, execution, and budgeting for both on-going and unique student/staff programs. Support securing significant individuals for yearly speaker series. Manage all logistics, e.g. space, travel, attendance, communications, advertising (print and technology).
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
• Coordinate and manage leadership/special events (divisional meetings, etc.), including planning, logistics, catering, and event budgets.
• Provide coordination and support for VPSA student assistants/employees (e.g., hours tracking, payroll, etc.)
• Expedite emergency loans/support to applicable Skidmore students. Meet with students to identify nature of financial emergency and communicate with financial aid to determine student’s eligibility.

Calendaring

• Provide advanced administrative coordination of logistical aspects of meetings, committee groups, conference/video calls and events for Dean of Student/Vice President of Student Affairs Office. Coordinate travel and itineraries for candidate searches, and supporting group conferences.
• Maintain and coordinate complex and shifting calendars, scheduling internal and external meetings, booking meeting rooms, and arranging necessary resources such as catering and A/V needs.
• Assist with leadership searches by organizing candidate materials, scheduling interviews, and coordinating communication with HR.
• Manage unscheduled office visits of student, faculty, staff, parents, and off campus community members. Understanding and assessing situation, redirecting to campus resources when needed.

This position requires exercising excellent judgment in advising and assisting students, staff and faculty as they need to search out the resources of the institution. The utmost confidentiality must be maintained at all times, given the sensitive nature of the material, both from an institutional planning perspective and the situations involving the students' personal and academic lives. This position also requires an advanced level of crisis management and interpersonal skills. The ability to multitask is essential. Computer knowledge is key to providing the Dean with detailed, timely and accurate information in, at times, very fluid situations.

This role represents a partnership within the office and division, serving as a central point of information and contact for the entire Division and other offices, like the President’s office who rely heavily on this role to address challenging issues. In addition, the