Administrative Associate

Position Title:

Administrative Associate

Position Type:
Regular

Hiring Range: $28.03 - $33.65 per hour;
Compensation will be based on education, experience, skills relevant to the role, and internal equity

Pay Frequency:
Hourly

The priority review deadline:
Friday, September 11, 2026.

Under the general direction of the Vice Provost for Student Life, the Administrative Associate provides comprehensive executive-level administrative and operational support for the Office of Vice Provost for Student Life. Serving as the primary administrative contact for the office, this position manages complex scheduling, communications, financial and administrative processes, event coordination, and office operations while handling confidential information with discretion and professionalism.

This position is a full-time, fully in-person position.

• Provide comprehensive executive-level Administrative Support to the Vice Provost for Student Life
• Serve as the primary administrative liaison for the office, handling sensitive and confidential and sensitive information with professionalism and discretion.
• Screen telephone calls, visitors, mail, and email inquiries, responding appropriately or directing inquiries to the appropriate offices.
• Serve as the primary administrative liaison for the office, handling sensitive and confidential information with professionalism and discretion.
• Manage the Vice Provost’s calendars, schedule meetings, coordinate appointments, and prioritize competing requests.
• Draft, edit, proofread, and distribute correspondence, reports, presentations, and other business documents.
• Develop, maintain, and improve office filing systems, records management processes, and administrative procedures.
• Independently manage special projects from initiation through completion while meeting established deadlines.
• Maintain division phone directories and other administrative resources.
• Supervise student workers, when needed, (hire, train, schedule, and assign tasks).
• Support creation of presentations, briefing materials, and other documents as required.
• Conduct research, compile information, and prepare briefing materials and presentations.
• Support onboarding activities for new staff members within the Division of Student Life.
• Organize team-building and division-wide events.
• Office Operations
• Oversee daily administrative operations of the Vice Provost’s Office
• Coordinate office equipment maintenance, technology support requests, and office supply procurement.
• Manage the departmental print/copier room, including basic equipment maintenance, supply ordering, and departmental staff additions to the system.
• Supervise student assistants, including hiring, training, scheduling, and assigning work as needed, if hired for the department.
• Financial Administration
• Support the administration of the Vice Provost’s operating budget.
• Process invoices, purchase orders, reimbursements, and other financial transactions in collaboration with the finance team.
• Reconcile departmental purchasing card transactions and maintain supporting documentation.
• Manage all record keeping online to maintain a paperless office environment.
• Coordinate Travel, Events, and Meetings
• Arrange domestic and, when applicable, international travel, including registration, transportation, lodging, itineraries, and expense reconciliation for the Vice Provost for Student Life.
• Coordinate meetings, conferences, retreats, and special events for the Vice Provost and the Division of Student Life.
• Prepare meeting agendas, background materials, minutes, and follow-up documentation, as needed.
• Manage all event logistics, including scheduling, room reservations, catering, equipment setup, and communications with campus partners.
• Ar…