Executive Assistant for Student Life
Position Description & Qualifications
REPORTS TO: Vice President for Student Life
LOCATION: Raymond House
The Executive Assistant works within a diverse campus community, providing administrative support and program assistance to the Vice President for Student Life and providing administrative support to offices in the Student Life division. Because of the sensitive nature of the work of these offices, good judgment in and absolute confidentiality of all work assignments must be observed.
1. Oversee the flow of information to and from the Vice President in a timely fashion. Produce general correspondence/documents including letters, memos, recommendations, proposals, presentations, reviews, minutes and agendas. Process routine reports and prepare materials as requested. Conduct research on topics as requested.
2. Communicate with Vice President, Dean of Students and other student life staff to assist with problem-solving and meeting student needs.
3. Schedule in-person or virtual appointments and maintain electronic calendar for Vice President, Dean of Students and other student life staff as needed.
a. Arrange appointments and meetings to include contacting participants, reserving rooms/equipment, and gathering materials.
b. Coordinate travel arrangements to include plane, hotel, and car reservations.
4. Manage and distribute incoming mail. Prepare outgoing mail and special mailings. Monitor, direct and/or respond to general office email account.
5. Oversee office student worker(s), including assigning tasks and approving time sheet(s).
6. Answer and direct calls. Prioritize calls by determining the nature of each call to assist in accommodating students' needs. Take and deliver messages. Provide a welcoming and inclusive reception to and directions for persons visiting Raymond House.
7. Support administrative and logistical details of Welcome Week (new student orientation), class events and other major student life programs throughout the year as needed.
8. Establish and maintain files and records relating to Judicial Board, Honors Day ceremony, Board of Trustee committee meetings, student life leadership meetings, exemption forms, student travel forms, letters of recommendations, etc.
9. Update and support the management of divisional web pages as needed.
10. Maintain and update Student Handbook;
11. Provide administrative support for Judicial Board.
12. Record operating budget expenditures, submit budget projections as directed by the Vice President and student life department managers, and maintain departmental budgets for division.
13. Manage financial tasks, including the following:
a. Process invoices, disbursements, and reimbursements for payment.
b. Reconcile and process credit card statements and expenditures for Raymond House staff.
c. Oversee budget for, and ordering of, office supplies for Vice President and Dean of Students' office.
d. Process travel expenditures.
e. Coordinate maintenance/repairs of office equipment with service people.
f. Maintain records for special student assistance funds including book fund.
14. Assist with hiring and orientation of divisional support staff as vacancies occur.
15. Other duties as assigned by the Vice President.
Will work collaboratively within a diverse campus community of Lawrence students, faculty, staff, parents and community members.
KNOWLEDGE AND SKILLS REQUIRED:
1. Prefer 8 - 10 years previous administrative assistant/clerical experience with strong typing skills, an appreciation for accuracy and attention to detail.
2. High level of integrity and interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact, diplomacy and good judgment.
3. Ability to work well with people from different backgrounds and an openness to learning about diversity.
4. Ability to interact and communicate effectively with individuals at various levels.
5. Unwavering attention to detail in composing, writing and proofreading materials, establishing and meeting deadlines. Must be able to manage multiple priorities and complete tasks on time.
6. Strong knowledge of Microsoft Office software applications.
7. Excellent oral and written communication skills.
Successful completion of criminal record check, driving record check (if applicable), reference checks.
We encourage applications from individuals who will help us create a more inclusive Lawrence by: (1) further diversifying the staff; and/or (2) demonstrating experience serving diverse populations and working successfully with diverse colleagues; and (3) showing interest in developing initiatives to address the needs of a diverse student, faculty, staff and community particularly related to antiracism.
Number of Vacancies
Best Consideration Date
Open Until Filled
Special Instructions Summary
Anticipated Number of Hours per Week