What are the responsibilities and job description for the Administrative Assistant for Student Affairs position at ST THOMAS UNIVERSITY INC?
Job Details
St. Thomas University - Student Affairs
POSITION SUMMARY:
This critical position provides senior level administrative support to the Associate Vice President of Student Affairs and Compliance, as well as the Student Affairs 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 AVP 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 AVP's calendar by prioritizing schedules and meetings. May also be called upon to support calendar management for team events.
- Meeting Planning - Assists the AVP 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 AVP 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 AVP and the 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 AVP of Student Affairs and Compliance
SUPERVISION EXERCISED:
N/A
Qualifications
POSITION QUALIFICATIONS/SPECIFICATIONS:
A Bachelor's 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.
