Executive Assistant To Vice President Of Student Affairs

Summary:

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Manages student and temporary office assistants and directs the overall workflow of the Vice President's office.Essential Duties and Responsibilities:

• Serve as customer relations representative for the Vice President's office for faculty, staff, students and visitors in person and over the phone. Screen, direct and respond to telephone inquiries and visitors based on knowledge of university administrative policies and procedures, programs and operations. Resolves problems by determining the nature of the complaints, gathering documentation, coordinating with university areas involved and determining possible resources.

• Serve as Office Manager and coordinator for the Division of Student Affairs. Provide administrative support to the Vice President for Student Affairs.

• Perform administrative functions to achieve the goals and objectives for the Division. Ensures that assignments are submitted by the deadline dates and reviewed for accuracy and adherence to guidelines prior to submission to the Vice President for approval. Maintain Vice President's schedule; coordinate and schedule special activities and programs for the area of Student Affairs.

• Manage the day to day operational functions of the office by providing service to visitors, units within the division and other University personnel. Assist units with budget transfers, University policies and guidelines.

• Disseminate and monitor assignments within the Division of Student Affairs. Daily activities include but not limited to maintain office files, office budget, and reviewing purchase requisitions prior to Vice Presidents approval.

• Organize meetings and conference and handle all travel arrangements and reimbursements for the Vice President. Review procurement issues for the office related to travel arrangements, travel reimbursements and processing purchase orders. Gather and compile information for the Vice President utilizing spreadsheets, desktop publishing and word processing applications. Record and maintain minutes for the Vice President's meetings including the Student Affairs Committee of the Board of Trustees. Compile data for internal and external reports. Coordinate activities of support staff. Collect detailed information from various departments within the Division for preparation of reports.

• Receive, review, log and distribute mail for the Vice President for Student Affairs, and forward documents to appropriate unit for response. Receive, review and distribute all University mail in which the mailroom is unsure where to send. Prepare checks received for student's accounts for Cashier's Office on mail transmittals.

• Administrative Project Management:

Division Budget Preparation (coordination, submission)

PowerPoint presentations - Board of Trustee, Budget Committee, Opening Conferences (Fall and Spring)

Annual Report for Division (coordination, format, point person)

University Catalog updates (proofreading Student Affairs' sections)

Staff meetings - establishes means for collecting potential agenda items from staff.

Town Hall meetings - notes of issues raised concerning operations of Student Affairs and documents resolution of issues raised.

Update Student Affairs' website

Organizes and coordinates special projects assigned by VP

oManages the internal administrative tracking of assignments for action 

oProvides requests for office information to internal and external sources

• Process and maintain all divisional Unit managers' personnel records and current Division files for retention to ensure they are easily accessible. Serve as divisional leave coordinator reviewing leave activity to ensure compliance. Responsible for inventory control of office supplies; determine needs, order and maintain adequate stock of supplies.

• Perform other duties as assigned

Minimum Position Requirements (including certifications, licenses, etc.):

• Bachelor's degree.

• Three (3) years of professional experience in the capacity of an Executive or Administrative Assistant.

• Strong computer skills utilizing Microsoft Office Suite of Products (Word, Excel, PowerPoint, Access)Knowledge, Skills, and Abilities:

• Working knowledge on how to develop new office forms

• Working knowledge on how to explain rules, policies or regulations

• Skilled in answering customer or public inquiries

• Skilled in preparing reports

• Strong oral and written communication skills.

• Excellent oral or written communication techniques

• Ability to arrange teleconference calls

• Ability to analyze organizational operating practices or procedures

• Ability to compile numerical or statistical data

• Ability to coordinate staff or activities in clerical support setting

• Ability to assist with developing policies, procedures, methods, or standards

• Ability to develop records management system

• Ability to file or retrieve paper documents and related materials

• Ability to maintain records, reports, or files

• Ability to oversee execution of organizational or program policies

• Ability to plan meetings or conferences and plan or organize work