Administrative Assistant for Student Life

Administrative Assistant for Student Life

MIAMI GARDENS, FL 33054

Overview

Position Type Full Time

St. Thomas University - Student Life

POSITION SUMMARY :

This critical position provides senior-level administrative support to the Executive Director of Student Life, as well as the Student Life Division. These functions require high-level discretion in handling confidential, sensitive, and timely information. The successful candidate is flexible, composed under pressure, and consistently professional.

Must be able to take initiative, handle a full desk with ease and thrive in a busy environment. Must be organized, able to keep track of multiple items and be one step ahead of the needs of the Executive Director and the team. Be calm under pressure and able to simplify needs and tasks.

Must be extremely proactive with a professional and approachable demeanor in all interactions; possess exceptional communication skills and sound judgment with all levels of staff, executives, customers, vendors.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES :

• Calendar Management - Manages Executive Director's calendar by prioritizing schedules and meetings. May also be called upon to support calendar management for team events.
• Meeting Planning - Assists the Executive Director and staff in planning and organizing meetings by taking responsibility for assembling location, meeting technology based on participant needs, and all other meeting logistics. May further prepare meeting briefing documents by taking and disseminating notes and formulating post-meeting action item list.
• Correspondence/Approvals - Supports Executive Director by acting as a proxy for communications and approvals as authorized. Answers general questions as necessary and refers routine matters to appropriate parties and follows up to ensure proper disposition.
• Presentations & Data Management - Assist the Executive Director with Annual report development, department wide communications, and student issue tracking.
• Collaboration – Collaborate and partner with HR team and others across the University.
• P- Card Management – Ensure that all Student Affairs staff are correctly coding expenses and review monthly statements for all departments.

SUPERVISION RECEIVED :

Reports directly to the Executive Director of Student Life

SUPERVISION EXERCISED :

N/A

Qualifications

POSITION QUALIFICATIONS/SPECIFICATIONS :

An Associates Degree is preferred. Equivalent experience may be considered in lieu of a degree. A minimum of 2-3 years' experience in an administrative support role is required.

• Experience in planning meetings and coordinating travel.
• Expert level knowledge of Windows desktop computer applications Outlook, Word, Excel, PowerPoint.
• Written and verbal communication skills.
• Attention to detail is a must.

Salary: $40,000.00