Sr. Administrative Assistant - Student Success

Job Description

Job Description

TITLE:   Senior Administrative Assistant

DEPARTMENT:   Academic Affairs

REPORTS TO:   Vice President of Enrollment Management and Student Success  

CLASSIFICATION:   Staff-12 months

EFFECTIVE DATE:   TBD

STANDARD WORK HOURS:  37.5 hours per week

EMPLOYMENT STATUS:   Full-Time

EMPLOYMENT CLASSIFICATION:   Non - Exempt

SCOPE OF RESPONSIBILITY: 

The Senior Administrative Assistant provides comprehensive administrative and operational support to the Office of the Vice President of Enrollment Management & Student Success and assists with the efficient coordination of administrative activities within the Student Success division. This position requires a highly organized, detail-oriented individual with strong communication, process management, spreadsheet, document preparation, and organizational skills. The Senior Administrative Assistant supports daily office operations, coordinates meetings and schedules, processes financial and personnel-related documentation, maintains records, tracks deadlines and projects, and assists with divisional initiatives and events. The position requires a proactive approach, sound judgment, professionalism, attention to detail, and the ability to handle confidential information with discretion.

ESSENTIAL JOB FUNCTIONS:  

• Provide comprehensive administrative support to the Vice President of Enrollment Management & Student Success and other members of the Student Success division as assigned.
• Develop, maintain, and improve administrative processes and procedures to support efficient office operations, workflow, and information management.
• Manage and maintain electronic and paper filing systems, ensuring records are accurate, accessible, organized, and maintained in accordance with University policies and applicable records retention requirements.
• Create, format, edit, and proofread correspondence, reports, presentations, memoranda, agendas, meeting materials, forms, and other documents using Microsoft Word and other applicable software.
• Utilize Microsoft Excel and other spreadsheet applications to enter, organize, maintain, and analyze data; create spreadsheets and reports; apply formulas and formatting; and assist with tracking divisional information and activities.
• Manage calendars, schedule appointments and meetings, coordinate meeting logistics, and assist with the preparation and distribution of meeting agendas, materials, and follow-up items.
• Serve as a point of contact for the Office of the Vice President and Student Success division, responding to inquiries and providing professional assistance by telephone, email, in person, and through other forms of communication.
• Coordinate internal and external meetings involving the Vice President and Student Success division, including scheduling, room arrangements, technology needs, materials, invitations, and other logistical requirements.
• Process purchase requisitions, invoices, check requests, travel documentation, expense reports, budget transfers, and other financial documents in accordance with University policies and procedures.
• Assist with the preparation of budget materials and monitor and track expenditures, commitments, and financial documentation as requested.
• Coordinate travel arrangements for the Vice President and Student Success staff, including transportation, lodging, registration, itineraries, and related documentation.
• Assist with administrative processes related to personnel actions, recruitment, hiring, onboarding, and other employment-related activities within the division, as assigned.
• Track deadlines, assignments, projects, and action items; maintain appropriate follow-up; and proactively communicate outstanding items to ensure timely completion.
• Assist with divisional projects and initiatives by gathering information, maintaining tracking documents, coordinating communications, and monitoring progress.
• Assist with the planning and coordination of Student Success meetings, workshops, conferences, orientations, events, and other divisional activities.
• Maintain office supplies, equipment, and inventory and coordinate purchases and service requests as needed.
• Assist with the preparation, organization, and distribution of reports, presentations, communications, and other materials for divisional and University activities.
• Gather information from various sources, compile data, and assist in preparing reports and summaries for the Vice President and Student Success division.
• Identify opportunities for improving administrative processes and workflows and recommend practical solutions to enhance efficiency, organization, and service.
• Maintain confidentiality and exercise appropriate discretion when handling student, employee, financial, personnel, and other sensitive University information.
• Provide professional and courteous customer service to students, faculty, staff, administrators, visitors, and external constituents.
• Support compliance with University policies and applicable federal and state laws and regulations, including requirements related to confidentiality, records management, procurement, financial procedures, FERPA, Title IX, Clery Act, workplace safety, and nondiscrimination.
• Participate in required University training and professional development activities.
• Provide administrative support for special projects, initiatives, and assignments as directed by the Vice President or designee.
• Perform other related duties as assigned to support the effective operation of the Student Success division.

QUALIFICATIONS: 

• Education : Bachelor’s degree required. Equivalent combination of education and experience may be considered.
• Experience : Minimum of 3–5 years of progressively responsible administrative support experience, including at least 2 years in a higher education or similarly complex organization .
• Skills :

• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with document preparation and editing , calendar and meeting management, and travel coordination.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Familiarity with project management tools (e.g., Asana, Trello) and Adobe Acrobat .

Preferred Qualifications:

• Education : Bachelor’s degree in Business Administration, Office Management, or related field.
• Experience : Experience supporting mid-level or senior management; prior experience coordinating across multiple departments or functions.
• Skills :

• Familiarity with database systems and enterprise software used in higher education (e.g., Banner, PeopleSoft).
• Ability to troubleshoot office systems and technology , assist with process improvement, and support event planning or project coordination.
• Demonstrated expertise in process management and the ability to analyze and improve workflows.

KNOWLEDGE, SKILLS, and ABILITIES:

• Ability to create, compose, format, edit, and proofread professional written materials.
• Ability to develop and maintain organized recordkeeping systems and administrative procedures.
• Ability to gather data, compile information, and prepare reports, spreadsheets, presentations, and summaries.
• Strong knowledge of office management principles, procedures, and administrative practices.
• Knowledge of procurement rules, financial procedures, and applicable University administrative policies.
• Knowledge of current and emerging office technologies and the ability to learn and effectively use new software and enterprise systems.
• Strong spreadsheet and data-management skills, including the ability to organize information, perform calculations, apply formulas, and prepare reports.
• Strong organizational, project management, and coordination skills.
• Ability to prioritize and manage multiple assignments, projects, deadlines, and competing demands while maintaining accuracy and attention to detail.
• Excellent oral, written, and interpersonal communication skills, including the ability to communicate effectively with individuals and groups in a professional and courteous manner.
• Ability to research information, gather facts, and exercise sound judgment in responding to routine administrative matters.
• Ability to resolve routine questions, concerns, and customer service issues or appropriately refer matters to the appropriate University official.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Requires a strong command of grammar, punctuation, spelling, and proper usage of the English language.
• Ability to establish and maintain effective working relationships with a diverse range of students, faculty, staff, administrators, and external constituents.

OTHER DUTIES:

• Other related duties as assigned.

SUPERVISOR RESPONSBILITES:

• This position does not have supervisory responsibility.

PHYSICAL REQUIREMENTS :

• Environment:  The work is primarily performed in an on-site office environment on the University’s main campus during standard working hours. Occasional evening or weekend work may be required to support University events, meetings, workshops, conferences, or other Student Success activities.
• Physical Effort:  The position requires the ability to sit or stand for extended periods, use standard office equipment, and frequently communicate in person, by telephone, and electronically. The position may occasionally require walking, bending, reaching, or lifting and moving office supplies, materials, or equipment weighing up to 25 pounds.
• Travel:  Minimal travel may be required for University-related meetings, events, conferences, or other official business.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.