Executive Assistant to the Vice President of Student Affairs

Hillsdale College - Hillsdale, MI

Full-time

Hillsdale, MI

Educational Services

About the position

The Executive Assistant to the Vice President of Student Affairs plays a crucial role in supporting the Vice President in enhancing the operations of Student Affairs at Hillsdale College. This position involves managing the daily operations of the Vice President's office, coordinating schedules, and serving as a liaison between students, parents, and various college departments. The assistant will handle sensitive information with confidentiality and assist in various administrative tasks to ensure the smooth functioning of the office.

Responsibilities

• Maintain complete confidentiality with all information.
• Coordinate day-to-day operations of the Vice President's Office.
• Organize vice president's calendar by planning and scheduling meetings and phone calls.
• Welcome guests to Vice President's Office and deans, in person or on the phone, answer and direct inquiries.
• Assist with all facets of student housing including on and off-campus and summer.
• Compile and organize new student information for roommate pairing.
• Communicate with faculty when students miss classes for health reasons.
• Track and communicate student accommodations to faculty and proctor exams for students needing accommodations.
• Update and communicate student notices and reminders regarding health insurance, housing closure dates, check-out procedures, and meal plan confirmations.
• Assist with resident assistant hiring process.
• Compile end of semester reports, meetings, attrition, housing data.
• Prepare visitor itineraries and accommodations as needed.
• Handle matters with other departments or with businesses outside the college.
• Reconcile vice president's credit card statements with the business office.
• Monitor budget and create and track check requests and purchase orders.
• Perform additional duties as the vice president may assign.

Requirements

• High school diploma with office and data entry experience sufficient to demonstrate the ability to perform the job for a high-level secretarial position.
• Possess sound judgment and maturity.
• Demonstrate ability to work in a fast-paced environment with deadline pressures.
• Must be a self-starter, be willing to take the initiative, and possess analytical skills.
• Knowledge of Hillsdale College mission, philosophy, organizational structure, and issues.
• Demonstrate ability to understand and follow oral and written instructions.
• Possess excellent verbal and written communication skills.
• Ability to keep calm and remain personable under pressure.
• Possess good interpersonal skills in dealing with students, parents, college staff, and visitors on the telephone and in person.
• Knowledge of computers and college database systems.
• Possess good organizational skills.
• Ability to solve problems and complete multiple tasks under limited supervision and direction.
• Possess a good command of English grammar, style, and punctuation.
• Knowledge of basic office practices.
• Work well with additional members of Vice President's Office team.
• Assist in activities after hours as needed.