What are the responsibilities and job description for the Executive Assistant to the Vice President for Student Affairs position at Kellogg Community College?
External Posting Number
20130585P
Position Number
SA.EXECASST.SA.25
Position Title
Executive Assistant to the Vice President for Student Affairs
Position Type
Administration
Classification
Manager 2 - Administration
Department
Student Affairs (DEPT)
Division
Discipline:
Work Schedule
This full-time administration position will work Monday through Friday, 8:00 a.m. to 5:00 p.m. with extended hours as necessary.
RESPONSIBILITIES include but are not limited to the following
See job duties below.
Position Summary
The Executive Assistant to the Vice President of Student Affairs (VPSA) at Kellogg Community College (KCC) provides high-level administrative support to the VPSA and serves as a critical liaison between the VPSA’s office, campus departments, external partners, and the student body. This role demands a deep understanding of the College’s Student Affairs Division operations, exceptional organizational and communication skills, and the ability to manage sensitive and confidential information with the utmost discretion.
The Executive Assistant is a proactive and adaptable professional who thrives in a fast-paced environment. They must demonstrate creativity, flexibility, and fiscal responsibility, along with excellent judgment and strong written and verbal communication skills. The ideal candidate is detail-oriented, results-driven, and solution-focused, with a commitment to continuous improvement. While operating with minimal supervision, this individual will maintain open and effective communication with departmental leadership and uphold high standards of confidentiality.
This full-time administrative position oversees the daily operations of the VPSA’s office, including planning and executing events such as meetings, conferences, trainings, retreats, and the College’s annual Commencement Ceremony. The Executive Assistant acts as the primary contact for faculty, staff, and students, addressing and resolving issues or concerns before they escalate to the Vice President.
Additional responsibilities include coordinating institutional compliance with federal and state laws related to sexual harassment, discrimination, and student conduct (including Title IX), managing student code of conduct and threat assessment cases, and maintaining critical technology platforms. The Executive Assistant ensures the accuracy of division web pages and aligns them with college policies and procedures.
Kellogg Community College is located in Battle Creek, Michigan, a community of approximately 54,000 people. Leisure activities, natural resources and learning opportunities provide a foundation for residents. Located along the I-94 interstate, Battle Creek is within 30 minutes of Kalamazoo, 60 minutes of Lansing and Grand Rapids and within three hours of Detroit, Chicago and Indianapolis.
Kellogg Community College is located in Battle Creek, Michigan, a community of approximately 54,000 people. Leisure activities, natural resources and learning opportunities provide a foundation for residents. Located along the I-94 interstate, Battle Creek is within 30 minutes of Kalamazoo, 60 minutes of Lansing and Grand Rapids and within three hours of Detroit, Chicago and Indianapolis.
KCC Equity Statement
At Kellogg Community College, we are committed to creating an inclusive environment where we foster respect for others and our differences, support cultural understanding, demonstrate ethical behavior and champion social justice. We will accomplish this by:
- Deepening our understanding of diversity, equity and inclusion through learning, engagement with others and personal reflection;
- Valuing the lived experiences and perspectives of others while nurturing and understanding the differences between us;
- Rejecting all forms of prejudice, discrimination and racism; and
- Advancing integrity, justice and civility among and between us.
Physical Demands
The job responsibilities are performed in an office area and presentation venues. Travel by car required. The job has intermittent periods during which continuous physical exertion is required, such as independent mobility between work areas, standing, sitting, stooping, bending, climbing, lifting material or equipment, some of which may be heavy or awkward (8 – 45 pounds). Typically requires regular use of one or more physical senses of medium intensity and long duration. Must meet reasonable deadlines, quotas or demands for accuracy, and may be involved in some mildly unpleasant situations.
Minimum Qualifications
- Bachelor’s degree from an accredited college or university or equivalent formal training – at the time of application, attach unofficial transcripts showing coursework completed and degree conferred.
- Minimum of three (3 ) years of related experience.
- High technical proficiency in MS Office/365 including Teams and One Drive.
- Excellent listening, written, and verbal communication and the ability to tailor messaging for diverse audiences.
- Experience working with a diverse population.
- Demonstrated ability to efficiently and independently multi-task, managing time and projects successfully.
- Demonstrated discretion and confidentiality when dealing with sensitive information.
- Strong organizational skills, attention to detail, planning, and the capacity to handle multiple priorities simultaneously.
- Collaborative mindset and the ability to build effective working relationships across all levels of the organization.
- Flexibility and adaptability to accommodate the changing needs and demands of a fast paced, dynamic environment.
Preferred but not Required
- Master’s degree in a related field from an accredited college or university.
- Experience as a Title IX investigator or similar investigative experience.
- Familiarity with Informer, Maxient, Acalog and/or WordPress.
Proposed Salary
According to the Kellogg Community College Hay Administrative Compensation program, the 2024-2025 annual salary range for a Manager 2 position, $53,456 to $66,818 to start.
Special Instructions to Applicants
To be considered, all required materials must be submitted no later than Monday, May 5, 2025, at 9:00 a.m. EST, and it is the responsibility of the applicant to ensure all required materials are submitted by the closing date and time. Only online applications will be accepted – any paper applications will be rejected and returned to the applicant. As part of the interview process, applicants will be given a skills test. If you have questions regarding our online application process, please call 269 565-2074 or e-mail hr@kellogg.edu.
Projected Hire Date
External Posting Date
04/17/2025
External Closing Date
05/05/2025
External Closing Time
9:00 a.m. EST
Internal Posting Date
02/04/2025
Internal Closing Date
02/11/2025
Job Duties
Essential Function
VPSA OFFICE MANAGEMENT
Description
- Manage the VPSA’s calendar, schedule appointments, and coordinate travel arrangements with precision and efficiency.
- Oversee the daily operations of the VPSA’s office, fostering collaborative relationships and serving as a confidential liaison between the VPSA’s office and internal/external stakeholders.
- Exercise discretion in determining which inquiries require the VPSA’s personal attention.
- Prepare, review, and maintain confidential materials and correspondence on behalf of the VPSA, ensuring accuracy and professionalism.
- Plan and execute all aspects of meetings under the VPSA’s purview, including Student Affairs Cabinet meetings; record minutes for the Enrollment Management Cabinet; and provide backup support for Academic Cabinet minutes as needed.
- Serve as the primary point of contact for the VPSA’s office, addressing inquiries, responding to requests, and redirecting matters to appropriate personnel or departments.
- Assist the VPSA with developing reports, presentations, speeches, and other written communications to support divisional and institutional goals.
- Maintain organized and secure electronic and physical files for the VPSA, ensuring easy accessibility and adherence to record-keeping best practices.
- Manage sensitive and confidential matters related to employees, student issues, and Cabinet discussions with integrity and discretion.
- Represent the VPSA’s office with professionalism and courtesy in all interactions with internal and external stakeholders.
- Identify and implement opportunities to streamline office processes, enhance efficiency, and deliver exceptional customer service.
- Oversee the VPSA office’s budgets, grants, and strategic plans, ensuring compliance with college policies and fiscal accountability.
Essential Function
INSTITUTIONAL COMPLIANCE
Description
- Conduct investigations into alleged college policy violations, including, but not limited to Title IX and Student Code of Conduct cases, ensuring compliance with federal regulations and other applicable laws.
- Stay current on federal laws, regulations, and national best practices related to Title IX, the Clery Act, the Violence Against Women Act (VAWA), student conduct, and other institutional compliance areas through ongoing research and participation in relevant training.
- Triage and assess incoming incident reports of alleged Student Code of Conduct violations, request additional information from reporters as needed, and assist in scheduling or participating in the conduct process.
- Oversee the appeals process by tracking critical deadlines, preparing documents, scheduling hearings, and providing administrative support.
- Compile and respond to requests for student background information, including formal U.S. government investigations and educational record inquiries, in compliance with applicable privacy laws.
- Serve as an active member of the College’s Threat Assessment and Behavioral Intervention (TABI) team, contributing to case discussions and institutional safety efforts.
- Assist with the planning, coordination, and execution of TABI-related trainings for staff and faculty. Manage incoming student complaints, documenting cases, resolving issues when appropriate, and escalating matters as necessary.
Essential Function
POLICY AND PROCEDURE
Description
- Facilitate the development, publication, and communication of new and revised policies and procedures governing students, ensuring dissemination to internal stakeholders (staff, students, Board of Trustees) and external entities (governmental and accrediting bodies).
- Track proposed policies and procedures, providing Division staff with templates, guidance, and timelines to ensure timely and accurate submission.
- Oversee the annual review and publication of the KCC Student Handbook, ensuring a seamless and accurate digital release. Coordinate the compilation and revision of Student Handbook content, including the integration of new information and the analysis of existing material for accuracy, while ensuring alignment with the KCC Academic Catalog in collaboration with the Instruction Division.
Essential Function
TECHNOLOGY
Description
- Manage and maintain critical technology platforms, including Maxient, Acalog, and Safe Colleges, ensuring they align with college policies, federal regulations, and accreditation standards as policies are developed or revised.
- Regularly monitor the accuracy of Student Affairs Division web pages, recommending improvements and making updates as needed to ensure alignment with college policies and procedures. Utilize Maxient to generate reports and extract data on incident reports, investigations, resolutions, and other key metrics to support the work of the Threat Assessment and Behavioral Intervention (TABI) team.
Essential Function
BUDGET
Description
- Monitor and analyze budgets within the VPSA’s cost centers and other areas of financial oversight, including preparing and processing budgetary requests.
- Manage the Commencement Ceremony cost center, overseeing and approving all expenses related to the event.
- Review monthly expenditures for the VPSA’s cost centers, promptly resolving discrepancies in collaboration with Accounts Payable.
- Work closely with the College’s Finance and Human Resources teams to manage the VPSA’s budget, process invoices, and address personnel-related financial matters. Review and prepare budget requests from Student Affairs departments for professional development, capital outlay, or other needs, presenting them to the VPSA for consideration.
Essential Function
DIVISION SUPPORT AND PLANNING
Description
- Maintain and update the Student Affairs Division SharePoint site, ensuring the accuracy and effectiveness of the strategic communication framework across the Division.
- Oversee key enrollment and institutional events assigned to the VPSA including, but not limited to the College’s annual Commencement Ceremony, Outstanding Bruin Awards, and retention-focused programs.
- Coordinate planning logistics and provide comprehensive support for Student Affairs events, programs, and initiatives, including vendor management, facility rentals, catering, speakers, and other event-specific services.
- Actively participate in campus committees and work groups, contributing to the execution of college-wide activities and initiatives.
- Plan, organize, publicize, and execute events such as meetings, conferences, trainings, and retreats, ensuring all aspects are managed efficiently and professionally.
- Arrange travel for speakers and conference attendees, prepare detailed itineraries, and coordinate necessary technology resources and other event support.
- Enhance the visual and promotional materials for the Student Affairs Division, including marketing materials and other external-facing communications.
- Perform additional administrative duties as assigned, contributing to the overall success and efficiency of the Student Affairs Division.
Salary : $53,456 - $66,818
