Administrative Assistant to the VP for Student Life and Dean of Students

Employment Status: Staff

Description of Key Responsibility:

• Provide proactive administrative support to the Vice President for Student Life and Dean of Students, anticipating needs and supporting the effective organization, coordination, and execution of priorities within the Vice President’s office.

• Manage the Vice President’s calendar, scheduling, and meeting preparation, coordinating complex priorities, preparing agendas and background materials, attending designated meetings to capture key information as appropriate, and tracking key decisions, commitments, and follow-up.

• Coordinate executive and divisional communications, including preparing routine correspondence, managing designated office email accounts and communication channels, coordinating communications, maintaining appropriate records, and supporting timely and consistent information flow.

• Support the preparation of executive and divisional reports, presentations, briefings, and other materials by coordinating information and data collection, organizing and synthesizing content, and preparing materials for the Vice President’s review and use.

• Support the coordination and tracking of divisional and institutional priorities and projects, maintaining appropriate documentation, timelines, and follow-up and helping provide the Vice President with clear administrative sightlines regarding progress and upcoming deadlines.

• Coordinate administrative support for executive, divisional, and institutional activities, including Board and Cabinet-related materials and follow-up, divisional leadership meetings, retreats, searches, onboarding, and other key activities involving the Vice President or division.

• Support the effective daily operation of the Vice President’s office, including coordination of front office services and the selection, training, scheduling, supervision, and coordination of student employees and other designated administrative support staff assigned to the office. Serve as a primary administrative point of contact and help ensure a professional, responsive, and welcoming experience for students, families, faculty, staff, and other constituents.

• Provide administrative and system support for Student Life processes managed through Maxient and other designated systems, helping to ensure effective workflow, accurate documentation, and appropriate coordination with responsible Student Life staff.

• Provide administrative support for divisional budget and financial processes, including maintaining and tracking financial information, preparing routine reports and documentation, and supporting the Vice President in monitoring divisional expenditures and budget activity.

• Maintain effective administrative systems and processes and handle confidential and sensitive information with a high degree of discretion, sound judgment, attention to detail, and appropriate adherence to College policies. Perform other related duties as appropriately assigned.

Education/Training:

Education/Training: Bachelor’s degree required. In lieu of a degree, a minimum of five years of progressively responsible executive-level administrative support experience may be considered.

Experience:

Experience: Three years of experience supporting a senior executive in a fast-paced professional setting is preferred. Higher education experience is preferred but not required. Demonstrated experience managing complex schedules, projects, communications, confidential information, and administrative processes with minimal oversight is preferred.

Position Summary:

The Administrative Assistant provides high-level, proactive administrative support to the Vice President for Student Life and Dean of Students. The position supports the effective operation of the Vice President’s office by managing complex scheduling and priorities, coordinating meetings and communications, preparing materials, tracking projects and follow-up items, and supporting key divisional and institutional activities.

The Administrative Assistant serves as an important liaison between the Vice President’s office and students, families, faculty, staff, senior leadership, and external constituents. The position requires strong judgment, discretion, organization, initiative, and the ability to anticipate needs and manage multiple priorities in a fast-paced environment.

Occasional early morning, evening, or weekend work may be required to support key institutional activities, Board meetings, major Student Life events, or emergency situations.