Job Title: Administrative Assistant
Classification: C5
Department: Student Affairs- Strategy, Assessment, and Well-being
Updated: April 2026

Job Summary

The Administrative Assistant provides support to the Assistant Vice President for Student Affairs -– Strategy, Assessment, and Well-being 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.

Essential Functions

• Provide administrative and clerical support to the Assistant Vice President (AVP) for Student Affairs, including calendar and meeting coordination, travel planning, preparation and distribution of correspondence, and document management.
• Perform confidential administrative work for the Assistant Vice President and handle sensitive information with discretion.
• Serve as a point of contact for queries directed to the AVP’s office; coordinate responses and escalate as necessary.
• Coordinate communication and priorities across the AVP portfolio by collaborating with departments and tracking deliverables, deadlines, and strategic initiatives.
• Communicate and coordinate with multiple departments/programs in the Division as well as across colleges, and with other units across the university campus.
• Work independently as a liaison with internal and external contacts while coordinating meetings, retreats, committees, student-facing events, logistics, materials, minutes, updates, and administrative support.
• Responsible for specific projects, programs, and events 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.
• Draft, edit, and prepare correspondence, reports, and communications for internal and external audiences, exercising research, judgment, and discretion.
• Lead or support special projects and strategic initiatives by preparing reports and presentations, managing data and tracking systems, and monitoring metrics, outcomes, and compliance requirements.
• Serve as backup financial support to PSS 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.
• Maintain and analyze sets 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, and making recommendations as to projected budgets.
• Coordinate employment search processes and is responsible for confidential employment hiring processes, including contracts and appointment letters.
• Assist with the marketing of events and programs.
• Supervise 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

• Bachelor’s degree.
• Experience in higher education.
• Supervisory experience.

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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