Executive Assistant for Student Affairs

Position Overview

The Executive Assistant for Student Affairs is responsible for assisting the Associate Vice President/Dean in the execution of his/her duties and responsibilities. The Executive Assistant also provides support to the division of Student Affairs. The position requires complex office management functions, high level administrative support, and fiscal responsibilities for the entire division. The Executive Assistant handles a wide range of administrative support tasks that involve effective communication and interaction with the office of the President, the Office of the Provost, the Office of the General Counsel, Fiscal Affairs, Registrar, Human Resources and other departments throughout Merrimack College. The Executive Assistant must have a strong professional demeanor, be reliable and trustworthy, especially when managing confidential and time-sensitive materials.

Primary Responsibilities:

• Assist the Associate Vice President/Dean in the day-to-day operations of the office. Manage the calendar, coordinate and prioritize appointments, compile various reports, handle all contracts and maintain records and other documents.

• Serve as the first point of contact and provide high quality customer service for students, parents and employees with questions on policies and procedures, operations and other Student Affairs information requests.

• Create, maintain and update spreadsheets, tables, presentations, letters, communications and other documents for the Associate Vice President/Dean, the Dean of Students Office, and the leadership team. Exercise discretion when managing confidential information.

• Process and oversee all expense reports for travel. Schedule out of town conferences, workshops and meetings.

• Assist in the oversight and monitoring of Student Affairs expenses including the processing of invoices, purchase orders, expense reports, check requests, and review of department budgets and projections

• Oversee the creation and execution of all contracts for division events, including speakers, vendors, and programming.

• Assist the Associate Vice President/Dean with all paperwork and planning for new hires, appointments, resignations, retirements.

• Serve as the liaison for the Associate Vice President/Dean between other offices on campus. Initiate communication with other departments. Reserve space and provide catering for meetings. Prioritize the scheduled events and follow up to ensure deadlines are met.

• Attend meetings at the discretion of the Associate Vice President/Dean, take minutes and post/disseminate information including agendas and minutes.

• Hire, supervise and schedule student worker staff. Delegate clerical tasks to student workers and other administrative assistants as needed.

Qualifications

• Bachelor’s Degree in related field and at least 5 years of administrative office experience.

• Proven experience in monitoring budgets and budget analysis. Advanced skills in excel and Microsoft office as well as academic software programs.

• Experience in reporting , writing, and verbal communication. Demonstrate a strong professional demeanor and an ability to maintain confidentiality. Ability to problem-solve. Work independently and as a team. Work well under pressure and deadlines.

Application Materials Should Include:

• Cover letter stating motivation and interest in the position, citing experience relevant to the qualifications and including experience with, and commitment to, our Catholic Augustinian mission, our values, and our desire to be a more diverse, equitable and inclusive institution of higher learning

• Resume

This position is subject to the successful completion of a criminal background check.

Vaccinations and Work Location

This is an on-campus position as employees are essential in order to provide a fully on-campus, residential college experience for our students and the community.

The COVID-19 vaccine and booster for which an individual may be eligible are highly recommended for students, faculty and staff. Merrimack College does not require proof of COVID vaccination for enrollment, employment or to be a guest on our campus. 

Statement on Our Mission

Merrimack College is a Cathol