Student Auxiliary Services; SAS) Executive Assistant

Student Auxiliary Services (SAS) Executive Assistant

Wayne State University is searching for an experienced Student Auxiliary Services (SAS) Executive Assistant at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Job Purpose

The Student Auxiliary Services (SAS) Executive Assistant provides comprehensive executive-level administrative, operational,and financial support to the Associate Vice President for Student Auxiliary Services and divisional leadership. The position coordinates executive communications, complex scheduling, financial transactions, special projects,and daily office operations while serving as a key liaison among divisional leadership, university departments, external partners, and other stakeholders.

Through proactive coordination, discretion, professionalism, and sound judgment, the Executive Assistant ensures the effective and efficient execution of divisional priorities and initiatives.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Financial and Business Operations

• Develop and maintain positive working relationships with university leadership, faculty, staff, students, trustees, donors, community partners, and external constituents.
• Represent the office of the Associate Vice President in a professional and courteous manner.
• Process invoices, purchase requests, reimbursements, and other financial transactions through university systems while ensuring compliance with applicable policies and procedures.
• Prepare, process, and monitor financial documents, including IRBs, SPAs, budget transfers, reimbursements, and related business transactions.
• Assist with budget tracking, expenditure monitoring, financial reporting, and reconciliation activities.
• Maintain accurate financial, administrative, and operational records and provide reports as requested by leadership.
• Coordinate with university departments and external vendors to facilitate procurement, payment processing, and contract-related activities.

Executive Support

• Manage and prioritize the Associate Vice President's calendar, ensuring alignment with strategic priorities and resolving scheduling conflicts independently.
• Anticipate administrative and operational needs of the AVP and proactively address issues to support effective decision-making and time management.
• Act as a gatekeeper and strategic partner by managing requests, determining priority, and ensuring timely follow-up on behalf of the executive

Communications and Project Coordination

• Ensure consistent messaging and professional communications with internal and external stakeholders.
• Monitor and manage executive communications, including email and telephone inquiries, and respond or redirect as appropriate.
• Track action items, deadlines, and deliverables resulting from meetings and provide regular status updates to the Associate Vice President.
• Conduct research, compile information, and prepare briefing materials to support executive decision-making.
• Coordinate leadership meetings, standing committees, advisory boards, and divisional work groups.
• Prepare agendas, meeting materials, minutes, and follow-up documentation.
• Maintain official records, reports, and documentation related to divisional meetings and governance activities.
• Handle highly confidential personnel, financial, student, and organizational information with discretion and professionalism.
• Ensure compliance with University policies, FERPA, and other applicable regulations when managing records and communications.

Office Management

• Develop and improve administrative processes and office procedures to enhance efficiency and service delivery.
• Coordinate office operations and provide guidance to administrative support staff as appropriate.
• Maintain divisional records management systems, ensuring accurate retention and accessibility of documents

Event and Program Coordination

• Plan and coordinate executive events, divisional functions, recognition programs, retreats, and special events.
• Manage event logistics, communications, and follow-up activities.
• Perform other related duties as assigned.

Education
Bachelor's degree

• Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Higher Education Administration, Accounting, Communications, or a related field; or an equivalent combination of education and experience.

Experience
Intermediate (3 to 4 years job-related experience)

• Three to five years of progressively responsible…