Executive Assistant to the Vice President for Student Affairs

Job description

Posting Details Posting Number: 0600938   Position Category: Office/Clerical Assistant   Job Title: Executive Assistant to the Vice President for Student Affairs   Position Code: 510X00   Position Type: Staff   Department: Student Affairs   Nature of Work: This position is the primary administrative support position for the Vice President for Student Affairs (VPSA) and assists with all of the activities flowing through the Division of Student Affairs. As such, this position: 
-Is responsible for the efficient operation of the Vice President's Office and performs administrative duties under the general supervision of the Vice President for Student Affairs 
-Enables the VPSA to increase his/her efficiency and effectiveness 
-Ensures that special projects are efficiently and professionally carried out. 
-Provides administrative support to the VPSA. 

This position is the front-line employee in the office of the Vice President. Employee must be able to work in a high stress environment during different times of the year and must handle multiple priorities. This employee should have the ability to diffuse situations where students are experiencing an assortment of emotions and must be able to remain calm and courteous at all times. Position is a member of the Student Affairs Leadership team and must be able to work collaboratively with other employees to help the Division of Student Affairs fulfill its mission. Given the nature of the work in the Student Affairs Office, this position functions independently at times and is expected to exercise good judgment and strict confidentiality concerning all work matters.   Training and Experience: Required Knowledge, Skills, and Abilities: 
-Two (2) years' experience in student/customer service and two (2) years clerical experience in an office setting required, which may be concurrent. 
-Experience and demonstrated proficiency at the basic level with MS Word and Excel. 
-Ability to serve faculty, staff, students, parents, alumni and the public with tact and courtesy. 
-Demonstrated experience working collaboratively with peers. 
-Excellent verbal and written communication skills. 
-Must possess the ability to work successfully in a high stress environment, handling multiple tasks and projects simultaneously. 
-Ability to work with accuracy. 
-Must be dependable and reliable. 
-Ability to maintain confidentiality on all information regarding student records, faculty and student communications and personnel matters. 
Must have ability to work independently and have strong decision making skills as there is minimal supervision in this position. 

Preferred Knowledge, Skills, and Abilities: 
-One year of work experience in a college/university setting 
Experience with professional budget management and budget management software 
-Experience with Banner or other similar student record system 
-Experience in making campus room reservations utilizing 25Live
-Experience and proficiency at the intermediate level with MS Office software   Testing Requirements:   Illustrative Examples of Work: A. Supervisory Functions 
a. Supervision of Institutional Student Assistants and Federal Work Study Student Assistants 
b. Assist in the supervision of Graduate Assistants 
c. Provide/schedule training, professional development, and continuing education opportunities to student employees. 
B. Administrative Functions 
a. Monitor and manage budgets including student activity fee accounts and other departmental budgets as assigned by the VPSA 
b. Serves as initial point of contact for faculty, staff, students, parents, alumni and the public seeking assistance from the VPSA. In this role, this position must carefully, courteously and professionally listen to visitors to ensure that their need is accurately defined at the outset; based on this analysis, this position determines an appropriate course of action that may include answering the question him/herself, referring it to another office, or scheduling an appointment with the VPSA. 
c. Maintains the calendar for the VPSA. Schedule and arrange meetings to create an environment where the attendees can accomplish their purposes in the minimum necessary time--- arrange for, give consideration to location, notification to attendees, agenda preparation, preparation and assembly of materials, meeting notes and follow up, and food and beverage arrangements. Standing meetings currently include: 
i. Student Affairs Unit Directors 
ii. Student Affairs Leadership Team 
iii. Behavioral Assessment Team ? sends out meeting reminders and collects information for each meeting for distribution to the members 
iv. Student Affairs Division Workshops 
v. Crisis Intervention Team 
d. Assemble materials needed by the VPSA to respond to requests or to conduct his/her work efficiently. 
e. Works closely and collaboratively with staff in other offices of the Division of Student Affairs. 
f. Develops and maintains multiple special purpose documents, spreadsheets, databases for the Division of Student Affairs. 
g. Manage Student Affairs Office inbox 
h. Send/post messages to students as requested by the VPSA 
i. Process Notification of Student Death to President, and appropriate Administrators on behalf of the VPSA: 
i. Maintain accurate email group lists for President's Office, Vice Presidents, and Administrators. 
ii. Gather information relevant to the death of a student used in assisting the VPSA in providing assistance to students, faculty, family. 
j. Manage Faculty Notifications sent on behalf of students who contact Student Affairs to request this service: 
i. Pull student schedule, faculty contact information. 
ii. Send notification to Faculty with copy to student 
iii. Document Notification in Maxient
k. Assist in implementing "Missing Student Policy" when necessary 
l. Assist in student crisis intervention as assigned by the VPSA 
m. Maintain inventory of office equipment 
i. Vehicles 
ii. Computers 
iii. Copiers 
iv. Tablets 
n. Perform general office duties such as receptionist, word processing, filing duplicating and distribution of materials and mail. 
o. Prepare requisitions as needed for the office of the Vice President. Orders supplies and processes payments for various activities. 
p. Maintain electronic filing systems to ensure the prompt availability of accurate information. 
q. Observe appropriate privacy guidelines and maintains confidentiality of all records in accordance with University policy and Dean of Students Unit procedures. 
r. Other job-related duties as assigned   Posting Date: 01-08-2019   Closing Date:
(Screening of applications will begin at date shown and will continue until the position is filled.) Open Until Filled FTE: 1.0   Special Instructions to Applicants:   Funding Source: General Operating (State)   Number of Openings: 1   If Other, please denote the Name of a Grant:   Fringe Benefits: Yes   Salary: Commensurate with qualifications and experience   Physical Demands This position may require occasionally working nights and weekends.   Facts About the Institution: Albany State University is a fully accredited senior unit of the University System of Georgia. Employees receive benefits provided by the University System of Georgia, including, but not limited to, medical and major medical insurance, group life insurance, participation in the Georgia Teachers' Retirement System, Optional Retirement Plan (Faculty and exempt employees only), Social Security and Tuition Assistance Program after six months of employment.   Disability Statement:   Optional Applicant Documents: Other Document   Required Applicant Documents: Resume
Cover Letter   Application Types Accepted: Staff Employment Application  




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Job No: 0600938
Posted: 1/8/2019
Application Due: 2/22/2019
Work Type:
Salary: Commensurate with qualifications and experience