Executive Assistant to the Vice President of Student Services

Description Position Summary
 
This position provides administrative assistance to the Vice President of Student Services. This position relieves the Vice President of administrative detail and serves as liaison to staff on the Vice President's behalf. Responsible for developing, implementing, and evaluating processes and procedures within the Student Services division. The individual in this position must handle and process sensitive and confidential information.

Position Responsibilities

1) Serve as liaison to the Student Services staff, College staff, and community.

* Attend Student Services Staff Meetings, take minutes, and participate in discussion.

* Communicate directives verbally and in writing; make interpretations during the Vice President's absence.

* Facilitate calls from staff at all levels on behalf of the Vice President. Answer questions, locate information for staff, summarize policies, and evaluate issues in terms of priority.

2) Maintain records and files in the Student Services department.

* Manage Staff Evaluation and judicial records

* Maintain Vice President's files.

* Determine when files will be purged and which will be designated for storage.

3) Perform administrative assistant duties to the Vice President of Student Services.

* Compose correspondence for Vice President's signature.

* Answer Vice President's phone during the absence of the Vice President.

* Review daily mail, determine distribution, and forward to other staff when appropriate.

* Facilitate the smooth operation of the office when the Vice President is absent.

* Assist with preparation of staff and student relations reports that are confidential in nature.

* Assist with coordinating annual graduation activities.

* Maintain and update the planning calendar(s) of project deadlines and deliverables required from leaders within the department; help to remind, follow up and track these project deadlines and deliverables from leaders within the office.

4) Assist with developing and monitoring the Vice President's budget.

* Assist with developing the budget, which involves reviewing each budget classification for past expenditures and anticipated increases and explaining the increases/decreases.

* Monitor monthly expenditures.

* Coordinate the purchasing and P-card function.

Requirements Minimum Qualifications
 
1) Two year Associate's Degree (A.A.) or equivalent from an accredited college or technical school in an Administrative Assistant program or a related field.

2) Four (4) or more years of progressively related executive office assistant experience.

3) Ability to deal with and maintain confidentiality required in all aspects of the position.

4) Proven organization and customer relations skills.

5) Ability to work with several projects simultaneously and to manage multiple priorities effectively.

6) Demonstrated proficiency with word processing, database management spreadsheet software and Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook, etc).

7) Must be detailed oriented with strong interpersonal and communication skills.


Preferred Qualifications

1) Previous work experience with culturally diverse and protected population members.

2) Previous work experience in an educational setting.