Administrative Assistant to the Vice President of Student Affairs

OVERVIEW

The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant to the Vice President of Student Affairs position.

The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment. The University is an Equal Employment Opportunity Employer (EEO). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic. This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. A successful candidate will possess a commitment to the ideals of this mission.

JOIN OUR COMMUNITY

The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

• Tuition Remission for employees, spouses, and dependents
• Generous Retirement Contributions to support your future
• Comprehensive Health Coverage including medical, dental, and vision
• Fully Paid Insurance: disability, life, and AD&D
• Paid Parental Leave to support growing families

Pay Range: $28.00 to $33.65/hr

The University of St. Thomas has provided a salary range that represents its good faith estimate of what the University may pay for the position at the time of posting. The specific salary offered will be determined based on factors such as the qualifications of the selected candidate, departmental budget, internal salary equity considerations, and available market information.

JOB SUMMARY

Provides high-level, flexible administrative and program coordination support to the Vice President for Student Affairs and leadership team. Balances confidential executive support with coordination of divisional initiatives, ensuring effective communication, organization, and follow-through across the university.

This position interacts regularly with university leadership, faculty, staff, corporate partners, alumni, donors, advisory board members, and external stakeholders, and must maintain the highest level of professionalism and confidentiality.

ESSENTIAL FUNCTIONS

Executive Support

• Handles daily administrative tasks for the Vice President's office, using considerable knowledge of the university to ensure smooth and welcoming operations
• Manages the VPSA''s complex calendar with independent judgment, makes arrangements and coordinates all details for meetings, conferences and special events. Assists in preparation of agendas and taking/transcribing minutes, collecting background information including statistics and other materials as needed.
• Sets up Student Affairs Committee of the Board of Trustees meetings. Assists with the preparation of board meeting materials and presentations and completes committee meeting minutes.
• Serve as scribe to the University Action and Response Team (UART). Maintain SharePoint site and update documents as needed.
• Prepares complex documents of a highly confidential nature
• Serves as primary point of contact for internal and external stakeholders engaging with the Vice President. Responds to student, staff and parent concerns as necessary in consultation with vice president.

Leadership Team & Divisional Support

• Provide administrative support to the VPSA Senior Staff as required

• Support the First-Year Experience (FYEX) program by coordinating instructor contracts and processing payments

• Support the Director of Career Development by coordinating supply orders, RFS requests and meeting/space reservations

• Provide structure, organization, and follow-through to initiatives by maintaining timelines, tracking progress, organizing documentation, and supporting communication and reporting

• Across the Division newsletter, Tommie Award, commencement speaker selection, and scholarship processes

• Provide operational and logistical support for events and initiatives. This may include scheduling meetings, making room arrangements, ordering meals, coordinating travel, or other services or materials as needed.

• Career fair, division retreats, welcome days, speakers, other key division events, etc.

• Updates and maintains division websites, university systems/platforms to support divisional work, and distribution lists for division staff, SharePoint and TEAMS sites

• Support processes in Handshake & Career Edge, Critical Arc/SafeZone, Salesforce, OneStThomas, Tommie Link, etc.

Budget & Reporting

• Manages budget tracking for department and division-related initiatives, including monitoring expenditures and maintaining financial records. Assist division staff with budget-related questions and processes
• Coordinates VPSA emergency grant program.

Commencement Coordination and Support

• Provide operational and logistical support for university-wide commencement ceremonies and related activities.
• May attend commencement planning meetings to capture notes, track action items, and support follow-through

Student Worker Supervision

• Recruit, train, and supervise student employees for the department
• Monitor our social media accounts for accurate information being shared on social media

Other duties as assigned

• Performs other duties as needed to ensure a smooth operation of the VPSA office and divisional portfolio

QUALIFICATIONS

Minimum Qualifications

• High school diploma or the equivalent
• Five years of experience in executive support, program coordination, project tracking and/or program administration

HOW TO APPLY

All interested candidates must apply online at https://www.stthomas.edu/jobs/. Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

Official job posting is available at www.stthomas.edu/jobs.