Executive Assistant

Position Title Executive Assistant Hours and Salary Hours per week: 40 Months per year: 12 Salary Range: $51,498 - $61,000 FLSA Status Non Exempt Work Schedule 8:00 am – 5:00 pm; Monday – Friday with occasional evening and weekend hours required, as necessary. Primary Purpose of Position This position serves as the primary personal and administrative support (“right‑hand”) to the Associate Vice Chancellor for Student Affairs and Dean of Students, as well as general administrative support to the units within the Dean of Students’ portfolio at the discretion of the Dean of Students. The position is designated as a journey‑level role due to its divisional scope, which encompasses handling a wide variety of external and internal projects, programs, events, and publications. The role requires a high degree of proactivity, prioritization, detail orientation, and organization, and carries a direct responsibility for the secure handling of confidential student and personnel information. This position is vital to the operational efficiency and welcoming environment of the Dean of Students Office (DSO). Required Minimum Qualifications Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two‑year secretarial science or business administration program and one year of experience as described above; or graduation from a four‑year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of education and experience. Responsibilities Serve as the primary contact to receive visitors to the dean and the DSO units, maintaining a calm and collaborative demeanor, especially when interacting with individuals under stressful circumstances. Assist the dean with communication, task coordination, and other logistical details related to sensitive processes. Manage the dean’s complex, rapidly shifting calendar; prioritize meeting requests and resolve scheduling conflicts proactively. Identify the underlying roots of concerns presented to the dean, probing for details to accurately assist or redirect individuals. Take independent responsibility under the guidance of the dean to direct students, faculty, and staff to appropriate resources or external departments when situations arise that do not fall within the scope of the DSO. Track and reconcile various reports, submit facilities requests, design or modify filing systems, and coordinate other administrative tasks for the dean and DSO leadership team, at the discretion of the dean. Coordinate logistics for department‑wide and unit‑specific meetings (agendas, reservations, minutes, technology setup, catering, etc.). Provide knowledge of the Dean of Students Office and Student Affairs‑related services, policies, and regulations to answer questions, provide referrals, and drive decision‑making. Draft, edit, and proofread high‑level communications, memos, reports, and presentations for the dean, adopting the style of the administrator. Other Work Responsibilities Supervise, interview, train, and schedule paid student assistants, including interviewing, training, scheduling, processing paperwork, maintaining electronic time records, and developmental, corrective, and termination conversations when applicable. Enforce and adhere strictly to the restrictions of the Family Education Rights and Privacy Act (FERPA). Maintain confidential records and historical files in accordance with university record retention schedules. Review, edit, and maintain the DSO website, social media accounts, brochures, flyers, and other public distribution materials. Preferred Experience, Skills, and Training/Education Intermediate to advanced proficiency in MS Office (Excel, Word, PowerPoint) and Google Suite (Docs, Sheets, Slides). Direct experience with e‑procurement platforms, including processing employee travel reimbursements and purchasing card reconciliation in a higher‑ed setting. Proven capability to manage project life cycles, track milestones, and maintain strict project timelines using management tools or methodologies. Strong technical knowledge of standard business office practices, filing methods, operational workflows, and information management. Knowledge of formal communication protocols, including drafting executive‑level written correspondence and managing professional institutional communications. Work Location King 217 Contact Information Associate Vice Chancellor for Student Affairs and Dean of Students #J-18808-Ljbffr