Administrative Assistant

The Administrative Assistant is responsible for the day-to-day administration of the Office of Student Affairs. This role provides comprehensive administrative, coordination, and logistical support to the Vice-Provost, Students & Registrar, and the Associate Vice-Provost, Students. The incumbent serves as a key point of contact for the office, manages administrative processes, coordinates meetings and events, maintains records, and supports the efficient operation of the Student Affairs portfolio while ensuring a high standard of service, professionalism, and confidentiality.

• Coordinate and manage the daily administrative operations of the Office of Student Affairs to ensure the efficient functioning of the portfolio.
• Provide comprehensive administrative, coordination, and logistical support to the Vice-Provost, Students & Registrar and the Associate Vice-Provost, Students.
• Manage complex calendars, meetings, travel arrangements, events, and competing priorities while ensuring critical deadlines are met.
• Coordinate committee meetings, prepare agendas and meeting materials, record minutes, and monitor follow-up actions.
• Plan, coordinate, and track short- and long-term projects, ensuring timelines, deliverables, and administrative requirements are met.
• Develop, implement, and continuously improve administrative processes, procedures, and standard operating practices to enhance operational efficiency.
• Support the implementation and administration of University regulations, policies, and procedures related to Student Affairs.
• Assist with recruitment, onboarding, orientation, and training activities for administrative staff within the Student Affairs portfolio.
• Coordinate office financial processes, including budget monitoring, invoice processing, travel and purchasing documentation, expense reconciliation, and financial reporting.
• Serve as a primary point of contact for faculty, staff, students, and external stakeholders, providing professional service and coordinating the flow of information.
• Prepare, edit, and maintain a variety of correspondence, reports, presentations, records, and confidential documentation.
• Maintain accurate records, filing systems, and student-related documentation while ensuring confidentiality and compliance with University policies.
• Coordinate student appeals, deferrals, and other administrative processes in collaboration with internal departments.
• Support special projects, investigations, and strategic initiatives across the Student Affairs portfolio as assigned.
• Foster collaboration across Student Affairs units to promote consistent, effective, and service-oriented administrative practices.

• Bachelor's degree in Business Administration, Office Administration, Public Administration, or a related field.
• Minimum of five (5) years of progressively responsible administrative experience supporting senior leaders or executives.
• Demonstrated experience handling confidential, sensitive, and complex matters with professionalism, sound judgment, tact, and discretion.
• Excellent interpersonal, verbal, and written communication skills, with the ability to build effective working relationships with faculty, staff, students, senior leadership, and external stakeholders.
• Strong organizational and time management skills with the ability to manage multiple priorities, coordinate complex schedules, and meet competing deadlines.
• Experience interpreting, applying, and supporting organizational policies, procedures, and administrative processes.
• Proven ability to establish, maintain, and continuously improve office systems, procedures, and administrative workflows.
• High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace,…