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Executive Assistant to the Vice President for Student Affairs

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Position Information

Position Information

Job Posting Number S00504
Position Title Executive Assistant to the Vice President for Student Affairs
Department Office of Student Affairs-1096
Job Category Staff Posting
Position Type Full-Time
Position Details

Reporting to the Vice President for Student Affairs (VPSA), the Executive Assistant to the Vice President for Student Affairs provides confidential and administrative support to the VPSA, class deans and other Student Affairs staff.

This role will have considerable contact with faculty, administrators, students, parents, and guests of the University.

Responsibilities include:

Manage the office of the VPSA (calendar, schedule, logistics, supplies, budget, and website information/resources)

Provide administrative support that may include drafting and preparing final versions of documents and correspondence, developing spreadsheets and reports, development and distribution of meeting agendas and minutes, etc.

Assist the Student Affairs Office with training and program logistics, payroll for student tutors and others and providing support for students with disabilities

Serve as clerk for the Honor Board. Assist the Dean for Academic Advancement with training in the fall, send notifications to students who have potential violations, prepare files for hearings, maintain records, coordinate interviews for new board members

Maintain WesCares website and coordinate training sessions

Create promotional materials to notify students and others about special events sponsored by Student Affairs

Process students’ law school forms and medical careers certification forms for the Career Center

Access student information found in Docfinity and Maxient for student background checks

Update Deans’ Monthly Task calendar and schedule monthly task meetings

Work on Student Affairs receptions and events that happen at various times of the year (e.g. student dinners, Homecoming/Family Weekend events, Reunion/Commencement events, various receptions, student group events, etc.)

Hire and manage student workers for drop-in hours and special projects

Manage logistics and financial support to students through the Student Emergency Fund

Maintain and renew professional memberships for VPSA and other staff

Assist VPSA and other deans with conferences and travel arrangements

Process office bills and p-cards

Maintain supplies for workroom, stationery-paper needs, printer toners, schedule maintenance, etc.

Other duties as assigned.

Minimum Qualifications

Bachelors degree and five years administrative assistant/executive assistant experience or an equivalent combination of education, training and experience

Demonstrated ability to work independently, prioritize and manage multiple projects simultaneously and follow through in a timely manner

Excellent written and oral communication, interpersonal, organizational and presentation skills

Proven experience working with confidential information and exercising good judgment in dealing with colleagues and the public

Excellent working knowledge of MS Office including Word, Excel, PowerPoint and Outlook

Demonstrated experience with database management and electronic calendars

Ability to handle multiple assignments in a fast-paced environment while maintaining good cheer

Demonstrated ability to effectively and respectfully work with colleagues and populations encompassing diverse and intersecting identities

Preferred Qualifications

Experience supporting an executive in a higher education environment

Demonstrated proficiency with PC and Mac systems

Knowledge of and familiarity with database management systems

Management Competencies Not Applicable
Competencies Creativity and innovation, Customer focus, Functional/technical skills, Interpersonal skills/savvy, Integrity and trust, Oral communications, Organizational skills, Problem solving, Respects diversity, Written communications, Commitment to sustainability
Special Instructions to Applicants
Additional Information

Any and all offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. Please tell us how you specifically heard about this position? ( e.g CareerBuilder, LinkedIn, Higher Ed, InsideHigher Ed, CT.Jobs etc.)

    (Open Ended Question)

Optional & Required Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents