Senior Administrative Assistant

Title:

Senior Administrative Assistant

POSITION SUMMARY

The Senior Administrative Assistant provides advanced, high-level administrative support to the Vice President of Academic Affairs & Workforce Development, the Associate Vice President of Academic Affairs, and the Academic Affairs division. This position serves as a key point of contact for internal and external stakeholders, ensures the efficient operation of the office, and supports the division's mission to advance academic excellence, workforce development, and student success.

ESSENTIAL JOB FUNCTIONS/JOB DUTIES AND RESPONSIBILITIES

Manages daily operations of the Vice President's office, including scheduling, calendar management, and coordination of meetings and events. Drafts, edits, and prepares correspondence, presentations, reports, and other professional documents. Maintains accurate and confidential files, records, and databases. Coordinates division-wide communications to ensure clarity, consistency, and timeliness. Manages faculty requests for professional development and travel, including processing applications, maintaining records, tracking budget impact, and ensuring compliance with college policies.

Maintains awareness of deadlines and ensures timely submission of required documentation. Serves as the first point of contact for the Vice President's office, responding professionally to inquiries from students, faculty, staff, and external partners.

Tracks and documents interactions related to student appeals, faculty matters, and community partnerships. Provides timely, accurate follow-up to ensure resolution of concerns and effective communication of outcomes. Provides logistical and administrative support for division and college-wide events, including Honors/Awards Programming and convocations. Prepares meeting agendas, minutes, and supporting documentation. Coordinates travel, catering, room reservations, and technology needs for events and meetings.

Supports administrative functions associated with contracts, purchasing, and budgeting. Manages vendor communications, process requisitions, monitor budget line items, and track expenditures. Ensures compliance with institutional and state policies for fiscal and contractual processes. Prepares and submits monthly travel documentation and credit card reconciliations.

REQUIRED QUALIFICATIONS

Associate's degree.

Three (3) years of experience providing direct administrative support to management or executive-level leadership.

Proficiency in Microsoft Office applications.

Demonstrated ability to balance multiple priorities, meet deadlines, and manage complex projects.

PREFERRED QUALIFICATIONS

Experience working in higher education or with executive leadership.

Familiarity with Banner, Dynamic Forms, Sci Quest/Jaggaer, Docu Sign, and other enterprise/web-based systems.

KNOWLEDGE,

SKILLS AND ABILITIES

Strong organizational skills with attention to detail and accuracy. Ability to work collaboratively with a wide range population of faculty, staff, students, and community stakeholders. Excellent communication skills, with the ability to draft and edit professional correspondence, reports, and presentations. Ability to exercise discretion and maintain confidentiality in sensitive matters. Independent judgment and initiative, with the ability to solve problems and make decisions quickly.

Ability to adapt to changing priorities and work occasional evenings and weekends to support division events. Ability to manage professional development and travel requests efficiently, ensuring both compliance with policy and effective budget tracking.

Open Until Filled:
Yes

Rate of Pay: $45,727.50 - $54,873.00 depending on experience

Special Instructions to Applicants:
Unofficial transcripts are acceptable for the application process. Official transcripts are required upon hire. Applicants may be subject to a background check.