Administrative Assistant to Vice President Student Life & Dean of Students

Position: Administrative Assistant to the Vice President for Student Life & Dean of Students
The Student Life and Dean of Students Office at Whittier College is seeking an Administrative Assistant.

The Administrative Assistant provides administrative, operational, and project support to the Vice President for Student Life & Dean of Students. This role ensures the efficient functioning of the Office of Student Life and supports divisional initiatives that advance student success, belonging, wellness, and engagement. The position serves as a central point of coordination for communication, scheduling, divisional processes, and student- and family-facing interactions, requiring discretion, professionalism, and a strong commitment to student-centered service.

The Administrative Assistant plays a key role in supporting the division's mission to foster student success, belonging, leadership, and holistic well-being.

Hours:

Monday-Friday

Exempt Status:
Non-Exempt

Full Time/Part Time status:
Full Time

Salary Range: $24.32 per hour;
Salary will commensurate with experience, skills, and knowledge.

Reports to:

Vice President, Student Life & Dean of Students

Location/Department:
Whittier College / Student Life & Dean of Students

Position Duties and Responsibilities

Essential Functions of the Job

Executive & Administrative Support

* Manage complex calendars, scheduling, and meeting logistics for the VP/Dean.

* Coordinate travel arrangements, reimbursements, and procurement processes.

* Prepare agendas, minutes, briefing materials, and follow-up documentation for divisional and cross-campus meetings.

* Maintain organized filing systems (digital and physical) for divisional records, policies, and correspondence.

* Support budget tracking, staff timesheets, invoice processing, and purchasing for the Division of Student Life.

Division Coordination & Operations

* Serve as the first point of contact for students, families, faculty, and staff seeking assistance from the VP/Dean.

* Triage inquiries and concerns, ensuring timely routing to appropriate Student Life units (Housing, Wellness, Title IX, CARE, Engagement, Inclusive Excellence, Career & Professional Development).

* Assist with divisional communications, including newsletters, announcements, and website updates.

* Support planning and execution of Student Life events, trainings, and campus-wide programs.

* Coordinate divisional data collection processes aligned with Student Life learning outcomes and student success metrics.

Student Supervision & Work-Study Management

* Hire, supervise, and train 10-15 student employees in the Dean of Students Office.

* Create and post job opportunities using Handshake and support recruitment processes across Student Life as needed.

* Approve bi-weekly student timesheets and ensure payroll accuracy.

* Provide ongoing professional development aligned with NACE career readiness competencies.

* Cross-train student employees to support CARE, administrative, and divisional operations.

* Collaborate with department supervisors to align student roles across units.

Student Success & Case Support

* Assist with case management workflows by tracking follow-up tasks, scheduling student meetings, and maintaining confidential records.

* Support the Dean of Students in managing conduct, CARE, and student support processes by preparing notices, scheduling meetings, hearings, and maintaining accurate documentation.

* Uphold FERPA and institutional confidentiality standards in all interactions.

Project & Reporting Support

* Assist in preparing annual reports, divisional assessments, and presentations for internal and external audiences.

* Gather, organize, and maintain data related to student engagement, retention, wellness utilization, and divisional learning outcomes.

* Support special projects initiated by the VP/Dean, including strategic planning, accreditation-related documentation, and student success initiatives.

Non-essential Functions of the Job

None identified at this time.

Position Specifications and Requirements

Required Qualifications

* Associate's degree or equivalent combination of education and experience.

* Minimum of 2 years of administrative or office management experience, preferably in higher education or a student-facing environment.

* Demonstrated…