Sr. Administrative Assistant

Job description

Position Title:

Sr. Administrative Assistant

Position Approval Date:


Is this position budgeted?:


Is this position an essential position?:


About Susquehanna:

As a living, learning and working community, Susquehanna University affirms its commitment to being an engaged, culturally inclusive campus. As we seek to embody the rich diversity of the human community, we commit ourselves to the full participation of persons who represent the breadth of human difference. The university encourages candidates from historically underrepresented groups to apply. Susquehanna University is an Equal Opportunity Employer.

Susquehanna University is a national liberal arts college committed to excellence in educating students for productive, creative and reflective lives of achievement, leadership and service in a diverse, dynamic and interdependent world. Its more than 2,300 undergraduates come from 35 states and 22 countries, and all students study away through Susquehanna’s unique Global Opportunities program. Susquehanna University’s 325 acre campus, noted for its beauty, is located in Selinsgrove, Pennsylvania, 50 miles north of Harrisburg in the scenic Susquehanna River Valley, about a three hour drive from Philadelphia, Washington, D.C., and New York City. For more information, please visit

Position Summary:

Job Summary
Provides support and assistance to the Vice President for Advancement (70%), The Chief of Staff in the President’s Office (20%) and the Board of Trustees (10%). Collaborates with the Senior Administrative Assistant to the President in supporting the work of the President, the President’s Office and the Board.

Specific Responsibilities
VP for Advancement Support
•Support, and serve as a member of, the Advancement leadership team, which provides high-level guidance of and communication about the work of departments within the Advancement division
•Manage Advancement budgets; monthly reconciliation of transactions; oversee Advancement divisional budgets, including preparing monthly summary reports for VP and Advancement Directors; annual budget analysis. Manage and reconcile expenses for VP and Chief of Staff.
•Plan and arrange calendar for the Vice President. Screen all appointment requests. Determine priority in scheduling and use judgment in handling sensitive requests. Provide the Vice President with background information and agendas for all meetings
•Coordinate travel for the Vice President, which includes scheduling transportation, hotel accommodations, event registration and other required arrangements. Collect background materials for appointments.
•Work with the President’s office to coordinate activities that include the President and the
Vice President.
•Contribute to the creation and updating of divisional policy manuals and documents.
•As requested, assist in managing and organizing support for a variety of special projects, ranging from fundraising campaigns to events to committees led by the Vice President. Includes scheduling of meetings, preparation and distribution of materials, taking minutes, and maintaining files.
•General office duties such as answering and directing telephone calls, reviewing all written correspondences directed to the VP, preparing correspondences for the VP’s signature, maintaining current and confidential files, scheduling divisional meetings and retreats

Chief of Staff Support
•Provide support for University Council by preparing agendas and taking meeting minutes (distribute/post minutes within one week of meeting).
•Coordinate role of president’s office in commencement activities including the honorary degree luncheon, baccalaureate, and participation of board and honorary degree recipients.
•Coordinate scheduling and planning of town hall meetings
•Coordinate check-ins, meetings, and retreats for Senior Leadership Team (SLT).
•Coordinate schedule and logistics for Administrative Leadership Team (ALT) meetings.
•Draft and distribute meeting agendas and summaries.

Board of Trustees Support
•Provide general board support including planning and logistics for board meetings and retreats.
oOversee collection and preparation of board book materials and printing, posting, and distribution of physical and electronic copies.
oMaintain electronic board portal.
oPrepare and distribute a board directory.
oCollect conflict of interest forms on behalf of Audit Committee.
oAssist in preparation for board orientation.
oFinalize board meeting notes/minutes.
Serve as a liaison to the Governance and Executive Committees of the board providing assistance with scheduling meetings and with the preparation of agendas and materials.

Required Qualifications:

Knowledge, Skills, Abilities
Knowledge of administrative and clerical procedures and systems such as Microsoft Office, managing files and records, designing forms, and other office procedures and terminology; Skilled at written and verbal communication in order to convey information effectively and as appropriate for the needs of the audience; Knowledge of English language including meaning and spelling of words, rules of composition and grammar. Excellent organizational skills, attention to detail, and the ability to handle a variety of assignments at the same time are required. Position requires complete trustworthiness and the ability to deal with all University constituents. Frequent interaction with the President, Senior Leadership Team, and Trustees is required to provide information, execute projects, and resolve issues.

Education and Experience
10 years of professional office experience or a Bachelor’s degree and 6 years of professional office experience required. Experience in a higher education environment is preferred.

Physical Demand
Position requires the ability to stand or sit for extended periods. Position requires the ability to move about the campus. Position requires the ability to talk and to hear instruction. Position requires occasional manual dexterity and the ability to use fingers, hands, and arms to feel, handle, and reach. Position requires occasional stooping, crouching and bending. Position requires the ability to occasionally lift up to 10 pounds. Working conditions are indoor.

Benefits Eligible:


Number of Months:

12 months


Full-Time Benefits Eligible

Posting Date:


Closing Date:


Open Until Filled:


Posting Number:





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Job No:
Posted: 6/7/2021
Application Due: 6/13/2021
Work Type: Full Time