Executive Assistant to the VP of Student Affairs (19627)

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Summary/Objective

The Executive Assistant provides executive level administrative support to the Vice President of Student affairs. This includes, but is not limited to, maintaining calendars, preparing meeting agendas, making travel arrangements, coordinating meetings, and preparing meeting agendas and materials. In addition to overseeing high-level administrative operations for the office of the VP, the Executive Assistant also liaises with senior management teams across the university and board members as needed. Position assists with student case management, special projects, and division meetings, orientation, and retreats. Furthermore, the role will screen all communications into the office and work independently with internal and external constituencies to answering, resolving, and redirecting concerns. The role will oversee the office budget and evaluate and enhance systems and processes to streamline and organize office operations.

 

The Executive Assistant must exercise good judgment, take initiative, be forward thinking, enjoy working with students, and thrive in a high pace and diverse environment. Must be able to manage highly sensitive matters with a high level of confidentiality, and discretion is critical especially with regard to decisions directly impacting the department and AU community. The individual must exercise good, independent judgment while managing front office operations on behalf of the VP, and diffuse escalating situations involving university constituencies with skill and finesse.

 

The ideal individual will have previous higher education experience, exhibiting strong written and verbal communication, administrative, and organizational skills. Ability to manage multiple priorities is key to success. This position requires in-person work and is not eligible for remote work options.

Essential Functions

1. Administration: The Executive Assistant provides administrative support to the Vice President including managing the calendar and managing schedule requests, and frequently collaborating with other direct reports. This position coordinates logistics for meetings including managing the attendee invites and responses, preparing materials and agendas and, if necessary, takes minutes. Assists with student/parent issues. Assists with student case management on behalf of the VP. Arrange travel and accommodations for the Vice President. Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff. Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.
2. Projects and Operations: The Executive Assistant provides project management support. Responsible for the direct management and oversight of the day-to-day operations of the VPs Office, ensuring the office runs smoothly. Directs special projects and programs as initiated by the Vice President – such as departmental meetings and event planning (orientation, retreats, staff gatherings, and others). Handles queries, questions, concerns and requests on behalf of the Vice President, working to solve problems, and work proactively with issues and people. Tracks progress of assignments. Coordinates advertising, selection and review for restricted student scholarships under the umbrella of Student Affairs Server as a liaison/point of contact between the University community. Supervises part time staff (graduate assistant, work study students) to include hiring, onboarding, coaching and time sheet management.
3. Purchases and Finances: Responsible for managing administrative expenses related to the VP office to include event expenses, reconciling purchasing cards and managing office supplies. Responsible