Senior Administrative Assistant

Senior Administrative Assistant

The Senior Administrative Assistant provides comprehensive executive-level administrative support to multiple Associate Vice Presidents within the Division of Student Success. Serving as a strategic partner, this position manages executives, calendars, coordinates administrative operations, supports budget and personnel processes, and facilitates effective communication across the division and university. The role requires exceptional organizational skills, professionalism, discretion, and independent judgment in handling sensitive information and competing priorities.

The Senior Administrative Assistant proactively anticipates executive needs, resolves operational challenges, improves processes, and ensures timely completion of executive priorities.

Job duties include executive administration and support, managing complex calendars for Associate Vice Presidents, prioritizing competing demands and ensuring the effective use of executive time. Coordinating executive meetings, travel, conferences, and related logistics while anticipating needs and resolving scheduling challenges. Preparing agendas, briefing materials, reports, and supporting documentation for meetings, events, and executive decision-making. Monitoring executive priorities, commitments, deadlines, and action items to ensure timely follow-through.

Exercising independent judgment in managing communications, requests, and matters requiring executive attention. Supporting executive initiatives and special projects through coordination, follow-up, and stakeholder engagement.

Administrative operations, communication, and project management duties include drafting, editing, proofreading, and distributing executive correspondence, reports, presentations, policies, memoranda, and other official communications. Coordinating executive and divisional meetings by scheduling participants, preparing materials, documenting outcomes, and tracking action items. Developing, maintaining, and improving administrative procedures, templates, and workflows that promote operational efficiency and consistency. Researching, compiling, and organizing information, reports, and data to support executive decision-making and strategic planning efforts.

Business operations support includes budget, procurement, and financial operations through purchasing, payment processing, reconciliations, travel expense reporting, and financial recordkeeping. Monitoring expenditures and budget activity, identifying discrepancies, and communicating concerns or recommendations to leadership. Providing administrative support for recruitment, onboarding, personnel actions, leave administration, training coordination, and other human resources processes. Maintaining administrative tracking systems for contracts, renewals, purchases, personnel actions, compliance requirements, and key deadlines.

Coordinating vendor, contract, and purchasing activities to ensure timely processing and compliance with university procedure.

Records management, compliance, and accountability duties include serving as the Records Retention Liaison by maintaining electronic and physical records in compliance with university policies and applicable retention requirements. Safeguarding confidential personnel, student, financial, legal, and institutional information while maintaining the highest standards of discretion and professionalism. Monitoring administrative records, processes, and documentation to ensure accuracy, completeness, and compliance with university policies, procedures, and regulatory requirements.

Maintaining current and accurate executive documents, forms, templates, and official communications consistent with university standards.

Customer service, event coordination, and continuous improvement duties include serving as a primary point of contact for executive offices, responding professionally to inquiries from students, faculty, staff, parents, community members, and external partners. Coordinating executive-level events, retreats, advisory boards, conferences, and special programs, including logistics, communications, registrations, travel, and on-site support. Utilizing Microsoft Office, Adobe Acrobat, enterprise systems, and other university technologies to support executive operations and administrative functions.

Identifying and implementing opportunities to improve efficiency through technology, automation, process improvement, and workflow redesign. Troubleshooting administrative and operational issues, resolving routine matters independently and escalating complex or sensitive issues as appropriate. Fostering collaborative relationships and providing high-quality customer service through professionalism, responsiveness, accountability, and initiative.