Assistant to Vice President Student Affairs

Located in Lewiston, Maine, Bates is internationally recognized asa leading liberal arts college. We are proud to offer a highlypersonalized education that centers on deep and sustainedinteractions among students, faculty, and community. We areengaging the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the worldinto which our students graduate.

The Assistant to the Vice President for Student Affairs provideshigh-level executive administrative support to the Vice President and delivers administrative management for special initiatives across the Student Affairs division. Operating in a dynamic,fast-paced environment, this role serves as the central administrative hub of the office—handling executive calendarmanagement, documentation, correspondence, and operational oversight tied to the VP’s priorities. Under general guidance fromthe Vice President, the Assistant also supports divisionalinitiatives, managing project plans, deliverables, and resources tosupport operational effectiveness and the mission of the College.

• Leads, manages, or assists with planning, scheduling, and administrative follow-through for special initiatives and operational projects directed by the Vice President.
• Develops project management plans, including tracking sheets,milestones, and deliverable schedules to ensure timely execution across participating team members.
• Collaborates with and coordinates between stakeholders to identify needs, goals, success measures and the necessary resources for special projects and initiatives.
• Creates and distributes project updates, summary notes, andaction items to keep divisional stakeholders informed and aligned,ensuring that all team members have information necessary tofulfill their roles.
• Applies critical thinking and organization to resolveadministrative bottlenecks and scheduling conflicts that arise during project rollouts.

• Manages the Vice President’s complex calendar, prioritizesmeeting requests, coordinates travel logistics and itineraries, and compiles briefing materials and reports.
• Manages and reconciles the Office of the Vice President’soperational budget, processing financial transactions, expense reports, purchase orders, and reimbursements in compliance with institutional policies.
• Serves as the primary liaison and welcoming point of contact for the Vice President's office, handling inquiries with discretionand connecting students, families, faculty, and staff to appropriate campus resources.
• Drafts, reviews, and edits routine correspondence, memos,agendas, and presentation materials for internal and external audiences on behalf of the Vice President.
• Provides administrative coordination for assigned divisionalcommittees; prepares agendas, records concise meeting summaries,tracks follow-up action items, and archives official documentation.
• Exercises strict confidentiality and sound judgment whenhandling sensitive personnel, student, or institutionalmatters.

Bachelor’s degree required, or an equivalent combination of education and related administrative experience.

3 to 5 years of progressively responsible administrative support experience, including executive-level office support, meetingcoordination, and project tracking (preferably in higher educationor non-profit administration).

• Broad understanding of higher education environments, student affairs functions, or institutional administrative operations.
• Strong organizational, time-management, and task-prioritization skills, with a track record of handling multiple deadlines simultaneously.
• High level of proficiency in Google Workspace, Microsoft Office, virtual conferencing platforms, and database/ERP systems(e.g., Banner).
• Excellent written and verbal communication skills, including the ability to compose clear, professional correspondence and documentation.
• Demonstrated ability to handle confidential and sensitive information with absolute discretion, professionalism, and integrity.
• Strong interpersonal skills…