Administrative Assistant

Administrative Assistant

The Administrative Assistant provides high-level administrative, operational, and logistical support for the Associate Vice President for Student Success and the eight departments within the Student Success Unit. This position manages complex scheduling; coordinates meetings and events; supports strategic initiatives; assists with hiring, onboarding, and training activities; and provides administrative oversight across multiple budget types, travel processes, and purchasing card transactions. The role ensures accurate and compliant documentation, facilitates communication across the division, and provides excellent customer service to students, employees, and campus partners.

Essential Duties & Responsibilities & Knowledge Skills & Abilities

Essential Duties & Responsibilities:

• Provide administrative support for the Associate Vice President for Student Success and administrative leadership to the Student Success Unit's eight departments.
• Manage complex scheduling that may include Executive Cabinet members and other senior leaders across the college.
• Manage logistics for in-person and virtual meetings and take notes/minutes as needed.
• Coordinate with the Student Success Unit Directors, their Administrative Assistants, and their offices and teams.
• Support search, hiring, onboarding, and training processes for unit directors and administrative assistants.
• Provide administrative support for institutional strategic work and leadership coordinated through the Associate Vice President's office.
• Help with projecting and tracking budget, expenses, and income for multiple complex budgets within the Student Success unit. This includes E. & G, Student Fee, Grant, Donor, and Servicing dollars.
• Make travel arrangements, handle reimbursements, and coordinate purchasing card transactions, documentation, and reconciliation.
• Provide leadership and coordination for unit departments regarding budget processes, travel, operational plans, safety and emergency preparedness, trainings, retreats, and other unit-wide projects and needs.
• Review unit contracts and financial paperwork to check for correct process and quality.
• Manage online business platforms, such as Microsoft Teams, Zoom, Sharepoint, Human Resources paperwork, financial forms, Etrieve submissions, and Executive Cabinet member attendance/speaking forms to check for correct process and quality.
• Provide excellent customer service and care for those interacting with the Associate Vice President's office.
• Answer phones and reply to mail and email correspondence.
• Work with SLCCSA Executive Committee for scheduling and deadlines with the Vice President and President's offices.
• Serve on institutional, divisional, and unit committees to solve problems and guide strategic outcomes.
• Safeguard confidential information.
• Provide support and reminders for submission deadlines, including reminders and follow-up.
• Other duties as assigned.

Ability to:

• Communicate effectively in both verbal and written formats.
• Work with and support people at all levels within a large organization.
• Work effectively and accurately under pressure, including prioritizing and balancing multiple projects and deadlines.
• Research, analyze, and disseminate information, including composing and sharing reports.
• Coordinate activities and manage deadlines.
• Safeguard confidential information.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

Knowledge of:

• General office procedures and methodologies.
• Microsoft Office Suite, Banner, Canvas, and other technologies used in higher education.
• College policies and procedures.
• Budgeting principles and processes in a large public institution.

Minimum qualifications:

• Associate's degree in related field.
• Two (2) years full-time equivalent paid related work experience.

Education and experience may be substituted on a 1:1 basis.