Executive Assistant to Student Life Administration

This position assists the Vice President in creating a vibrant and caring campus culture that fosters the optimum student experience and whole-person development. The comprehensive scope of responsibilities includes those of office management, executive administrative support to the Vice President and support to the Assistant Dean in co-curricular records management as well as processes related to student and financial records, special projects and other duties assigned by the Vice President.

These responsibilities require extensive knowledge and deep understanding of the mission, values and operations of the University.

Qualifications summary

• Exceptional skills in customer service as well as conflict management.


• Exceptional organizational, multitask and problem-solving skills.


• Self-directed and strong team player.


• Advanced computer and internet research skills.


• Ability to think critically, analyze and respond to complex situations.


• Proficient with verbal and written communication skills.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential duties and responsibilities of this position include the following:

Supports the Vice President for Campus & Student Life

• Assists the Vice President by scheduling committee meetings, appointments, managing his/her calendar, arranging travel, processing credit card statements, expense reports, etc.


• Serves as the project manager for all requests for responses and signatures from the Vice President, such as credit card statements, expense reports, check requests, key cards, etc., to ensure documents are signed, copied and submitted to appropriate campus entity.


• Assists in preparations for Campus & Student Life events meetings, luncheons and retreats.


• Conducts research, gathers materials, retrieves data, edits documents, as requested by the Vice President.


• Assists in monthly financial management and budget review processes including managing IDC charges as well as supports annual budget preparations as directed by the Vice President.


• Prepares and edits program brochures for key campus events such as New Student and Parent Convocation and Matriculation Ceremony, Awards Chapel, etc.


• Maintains and updates content of Campus & Student Life websites and publications including the Student Handbook, Directory, Campus & Student Life information in the Bulletin, etc.


• Manages special projects and other duties as assigned by the Vice President

Support for Student Life Administration and the Central Student Life Office

• Provides exceptional customer service to all on-campus entities (students, faculty, staff and administration) and off-campus entities (parents, business organizations, etc.) that interface with the Vice President and other Student Life team members.


• Uses advanced customer service and problem-solving skills and discretion in receiving and screening incoming calls (for the Office of Student Life, the Vice President and associates) and a wide variety of requests to provide an accurate, timely and effective response.


• Manages a significant volume and variety of highly confidential information related to student records, conduct and crisis intervention, as well as University concerns in campus databases and University systems.


• Manages space reservations for spaces and office equipment as well as requests for postings according to the established process and University values.


• Creates a professional, warm and welcoming atmosphere in the central office while maintaining a caring and congenial attitude especially during complex and stressful situations.


• Serves as the central office receptionist for all operational hours, opening and closing the office as scheduled, and ensures staffing with student assistants as needed.


• Hires, trains, and supervises any Student Life office assistants.


• Maintains the central office, office equipment and reorders office supplies as needed.


• Receives and responds to emails directed to slife@andrews.edu as well as distributes paper mail.


• Serves as a payroll and timeclock manager, entering/tracking and submitting work hours for student office assistant(s).


• Serves as a Campus Center Building Manager (for the lower & first floor levels) following established protocols including providing building hour schedules to Campus Safety.


• Provides general support to other Student Life team members to ensure that inquiries are appropriately directed.

Supervisory responsibilities

Hires, trains, and supervises 1-2 student office assistants.

Qualifications

A Bachelor’s degree is preferred. Proven experience in a high-level, fast-paced, multi-cultural, student focused environment is desired.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Advanced computer and internet research skills including knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Adobe, Publisher) Google suite and Web design. Ability to do basic math as well as higher level analysis of financial reports.

Interpersonal interactions

Exceptional gifts in people and customer service skills to work effectively with students, parents, faculty, administrators and the public with a high level of professionalism and confidentiality. Ability to maintain a caring, congenial attitude especially in stressful, complex situations.

Physical demands

May require some lifting (at least 20 pounds), carrying pushing and/or pulling, stooping, kneeling, crouching, or crawling, and significant fine finger dexterity.

Work environment

Work is performed in a highly visible, fast-paced shared office environment with a high-level of traffic and calls, along with moderate noise levels.