Executive Assistant to the Vice President for Student Affairs

Executive Assistant to the Vice President for Student Affairs

Reporting to the Vice President for Student Affairs, the Executive Assistant provides high-level administrative support to the Vice President and the Division of Student Affairs, manages complex and confidential university business, coordinates executive workflows and communications, and supports divisional projects, programs, financial processes and strategic initiatives. The incumbent manages daily operations and serves as a key liaison among Student Affairs departments, university offices, students, families, external partners, and other constituents in support of divisional priorities and to advance the work of the Vice President and Student Affairs Executive Team.

Provides high-level executive administrative and operational support to the Vice President for Student Affairs and serves as a primary point of contact for internal and external constituents on behalf of the Office of the Vice President and the Division of Student Affairs. Manages complex communications, scheduling, meeting preparation, travel coordination, executive workflows, office operations, records, divisional rosters, technology-based filing systems, supplies, equipment and work requests. Receives, researches, evaluates and triages sensitive inquiries, concerns and grievances involving students, parents, families, faculty, staff and external stakeholders; determines appropriate action according to established policies and procedures; and refers complex or high-impact matters to the Vice President or appropriate Student Affairs Executive Team member.

Supports executive communications, divisional branding, reporting and digital presence for the Office of the Vice President for Student Affairs and the Division of Student Affairs. Assists with developing, drafting, editing, organizing and maintaining communications, reports, presentations, website content, social media content, public relations materials, brochures, annual reports, divisional updates and other materials that reflect the priorities, voice and standards of the Office of the Vice President.

Supports financial, budgetary, procurement and personnel support for the Office of the Vice President for Student Affairs and assigned divisional programs, initiatives and accounts, in partnership with the Director of Student Affairs Operations. Supports the monitoring, tracking and reconciliation of operating budgets, foundation accounts, Student Government Association funds, procurement card transactions, travel authorizations, travel reimbursements, purchase requests, interdepartmental billing, vendor payments, contract-related financial processes and other financial documentation. Assists with budget inquiries, expenditure tracking, financial records and coordination with appropriate university offices to ensure timely, accurate and compliant processing. Supports personnel-related processes, including student and temporary employee hiring, onboarding, I-9 and E-Verify coordination, scheduling, training, timesheet review, supervision and evaluation of student office assistants and digital media assistants.

Provides logistical, administrative and agenda support for university and divisional committees, leadership meetings, search processes and executive-level projects involving the Vice President for Student Affairs and the division. Supports preparation for Board of Trustees meetings, divisional All Calls, Leadership Team meetings, Executive Team meetings, committees and other governance-related meetings, including agenda curation, collection and organization of materials, meeting preparation, documentation, follow-up tracking and recording secretary duties when needed. Assists with staffing divisional search committees and coordinating related logistics, communications, materials, schedules and documentation. Provides administrative support to departments within the division as needed to support continuity, responsiveness and effective operations.

Performs other related duties as assigned by the Vice President for Student Affairs in support of the Office of the Vice President, the Division of Student Affairs and university priorities. Participates in divisional meetings, programs, events, committees and special assignments as needed to support effective operations, divisional responsiveness and institutional service.

Occasional work outside of normal office hours may be required in support of divisional and university commitments, including Board of Trustees meetings, divisional events, student programs, award ceremonies, search processes, and other Student Affairs initiatives.

Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.