Job Title: Administrative Assistant (Part-time)
Classification: C5
Department: Student Affairs – Wellbeing & Inclusion
Updated: October 2025

Job Summary

The part-time Administrative Assistant supports the Assistant Vice President for Student Affairs – Wellbeing & Inclusion by providing high-level administrative assistance and serving as a professional representative of the office. This position plays a key role in supporting the objectives and priorities of the Division of Student Affairs while maintaining flexibility appropriate for a part-time schedule.

Essential Functions:

• Provide administrative and clerical support to the Assistant Vice President for Student Affairs, including calendar and meeting coordination, travel planning, preparation and distribution of correspondence, and document management.
• Collaborate with other administrative staff within the Division of Student Affairs to ensure consistency across units and specifically under Wellbeing & Inclusion.
• Coordinate with department directors (Center for Health & Wellbeing, Recreation & Wellness, Alcohol and Other Drugs Services, University Counseling Center) to track deliverables, deadlines, and internal priorities.
• Assist in organizing meetings, retreats, working groups, committees, and student-facing events; ensure smooth logistics.
• Responsible for confidential employment hiring processes, including contracts and appointment letters.
• Prepare, proofread, and format reports, presentations, agendas, and summaries for AVP and departmental leadership.
• Oversee and maintain budget tracking, expense reconciliation, and financial records; collaborate with divisional financial manager and university finance staff as needed.
• Manage data entry, reporting, and tracking systems for divisional metrics/KPIs, student and department outcomes, and compliance requirements.
• Serve as a point of contact for queries directed to the AVP’s office; coordinate responses and escalate as necessary.
• Lead or assist in special projects, strategic initiatives, and continuous improvement efforts across the wellbeing & inclusion portfolio.
• Serve as backup financial support to C4 staff within the AVP’s portfolio, assisting with financial transactions and reconciliation, and act as a lead or resource for other support staff as needed.
• Handle sensitive or confidential information with discretion.
• Perform other duties as assigned.

Non-Essential Functions:

• Support content coordination for divisional communications in collaboration with department staff.
• Assist with recognition events, training sessions, and wellness campaigns.
• Participate in campus committees or task forces representing the AVP’s office or the wellbeing/inclusion portfolio.

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:

• Bachelor’s degree or relevant coursework.
• Experience in higher education, particularly within student affairs, wellness, counseling, or inclusion programs.
• Prior experience collaborating across multiple functional units or departments.
• Familiarity with university policies, compliance, and reporting related to student wellbeing and inclusion.
• Experience with project management tools or campus-wide systems (e.g., scheduling platforms, reporting dashboards).

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.

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