Administrative Assistant to Vice President Student Affairs/Dean of Students

1 month ago

Wilmington, United States Wilmington College Full time
Job DescriptionJob Description

Essential Functions: The assistant reports to and supports the Vice President for Student Affairs and Dean of Students in various executive, administrative, and operational responsibilities. These responsibilities include researching, planning, coordination, implementation, maintenance, and ongoing support to operational areas and programs impacting the delivery of services to students. The assistant coordinates and/or performs highly sensitive work on behalf of the Vice President and is responsible for achieving unit goals and positive unit/College impact. The assistant requires independent determination of methods to meet assigned tasks and deadlines and must maintain a high level of confidentiality, exercise tact and judgment on all matters, and build community and resolve conflicts effectively. With a high degree of autonomy, the assistant coordinates meetings, projects, activities, inquiries, and replies for and on behalf of the Vice President. As this position is confidential, the assistant may support the Vice President on sensitive matters. This position requires the highest level of professionalism, discretion, and a working knowledge of the College and higher education infrastructure, policies, and procedures.

Responsibilities

    • Manages the Office of the Vice President to ensure maximum productivity, effectiveness, and efficiency. Maintains the confidentiality of the office.
    • Office organization
    • Meetings scheduler
    • Purchases materials and supplies
    • Handles first line student, staff, and community complaints as needed.
    • Communication link to all college constituents
    • Maintain records retention efforts and manages full compliance for the Vice President of Student Affairs
    • Analyzes Vice President of Student Affairs office expenditures to ensure budget compliance.
    • Provides administrative support to the Vice President Coordinates communication and monitors and/or follows up on activities for the Vice President
    • Create and maintain distribution lists.
    • Assist with monthly reports.
    • Attends meetings; records, prepares and distributed minutes.
    • Coordinates Vice President's travel arrangements and appropriate reimbursements
    • Coordinates the Vice President's calendar and appointment scheduling.
    • Assist with creating and/or coordinating events, communications, and presentations.
    • Assist with graduation planning and work with the Records office to provide assistance with the ceremony.
    • Create written, oral, and electronic communications from the Vice President's office to Student Affairs staff.
    • Monitors all activities assigned by the Vice President to staff.
    • Is the initial point of contact with the Vice President's office.
    • Create written, oral, and electronic communications from the Vice President's office to various community groups, students, parents' public and private schools, and community service agencies.
    • Coordinate communication and monitor and/or follows up on activities of the above individuals or groups.
    • Creative authority on all written documents and presentation materials
    • Attends meetings; records, prepares, and distributes minutes.
    • Plan and organizes special events.
    • Completion/Retention/Student Success; Customer Service/Service Standards/Training; and Assessment/Data gathering.
    • Serves as a liaison to the internal College community: division wide.
    • Serves as a liaison to the external community:
    • Provides administrative support for and serves as liaison to committees/teams led by the Vice President
    • Provides backup support to the deans and directors in the Student Affairs division.
    • Assists the process with Strategic Enrollment Management Planning.
    • All other duties assigned by the Vice President

Required Qualifications & Experience:

Bachelor's degree from an accredited college and/or four-year university and three years of administrative work experience, including study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, or programs. Ability to: identify and problem-solve administrative issues orally and in writing; perform responsible and difficult administrative work involving independent judgment and personal initiative; plan, organize, and carry outassignments from management staff with minimal direction; analyze, interpret, summarize, and present administrative and technical information and data effectively; prepare clear and concise reports, correspondence, policies, procedures, and other written materials; interpret, apply, explain, and ensure compliance with organizational policies and procedures; analyze data and present ideas and information effectively; thrive in a fast-paced environment; and multitask effectively to handle competing priorities. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment.



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