Job Title: Administrative Assistant
Classification: C5
Department: Office of Student Support and Belonging
Updated: March 2026

Job Summary

Acts as an assistant to the Assistant Vice President (AVP) of Student Support and Belonging, performing office functions which substantially contribute to the unit’s or division’s objective. This position is based at the Vally campus.

Essential Functions:

• Assist the Assistant Vice President in carrying out the office operation responsibilities.
• Responsible for specific projects/programs conducted by the unit whether self-initiated or initiated by the Assistant Vice President which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
• Perform administrative work of a confidential nature for the AVP.
• Manage calendar of AVP
• Responsible for the coordination of regular reports and manuals to leadership Enrollment Development and College Futures regarding recruitment and retention activities, student success data, Office of Student Support and Belonging (OSSB) procedures, and work methods.
• Responsible for the monthly program audit of student files and budgets according to TRIO and Department of Education legislation and regulations.
• Maintain and analyze set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Maintain and reconcile monthly purchasing cards, invoices, and statements. Additionally, work closely with Business and Finance representatives.
• Develop, prepare, and/or compose responses to correspondence requiring research, judgment, and discretion; routinely write, edits, and submits materials for internal/external communication.
• Coordinate various events including special events and functions.
• Maintain, process, and manipulate data on a personal computer using word processing, database and spreadsheet software.
• Coordinate with University Communications, University Development, Information Technology, Admissions and other areas on campus regarding publications.
• Act with high degree of independence as liaison with inside and outside contacts and in preparing materials, minutes, programs, updates, and other support functions related to work area.
• Maintain general office files.
• Maintain and update OSSB website
• Assist with the marketing of events and programs.
• Assist staff with administrative problems or concerns.
• Acts as a liaison for the division in situations outlined by the AVP.
• Originate correspondence, contracts, appointment letters and other materials.
• Process various university forms.
• Supervise designated student employees.
• Other related duties as assigned.

Non-Essential Functions:

Not Applicable.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Ability to work one day a week at the City Campus.
• Knowledge of higher education academic programs and support services and effective practices supporting student recruitment, retention, and development.
• Experience using design software (such as Canva or Photoshop) to create outreach materials.
• Experience in creating and producing Excel documents.
• Accounting, bookkeeping, or similar skills.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Back to C5 Position Descriptions