The Senior Administrative Assistant reports to the Executive Director of Student Life working to meet administrative, scheduling, and communication needs as they arise. This position manages the Student Life Calendar, facilitates communication among the various Student Life teams, performs various office management functions, assists in the facilitation and note-taking of various meetings, and generates reports for Student Life leadership. The Senior Administrative Assistant proactively follows up with various stakeholders to ensure timely updates, project completion, smooth office communication and decision making. This position helps to facilitate the management of the Office of Student Life by responding to phone calls, sorting and responding to communications received in the Student Life inbox, and overseeing the purchase of and correct function of office equipment and supplies. The position is responsible for determining and processing Convocation exemptions, communicating with students the status of their request, coordinating independently with other offices requesting Convocation exemptions for students, and communicating with Residence Life regarding absences and exemptions. The ideal candidate for this position is organized, detail-oriented, self-motivated, relational, timely, and anticipates needs before they arise.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Assist the Executive Director of Student Life Manage the Executive Director of Student Life’s Outlook calendar, ensuring that meetings, appointments, and focused work times are arranged in an efficient and functional way.
Schedule necessary meetings, appointments, and facilitate the gathering of various Student Life personnel on behalf of the Executive Director.
Assist the Executive Director of Student Life by sending and responding to correspondence as necessary.
Assist the Executive Director of Student Life by recording and taking detailed notes during meetings, appointments, and events.
Monitor and manage key project timelines, deliverables, and due dates on behalf of the Executive Director.
Serve as a liaison between the Executive and their direct reports to ensure accountability, timely updates, and completion of assigned tasks.
Track and reconcile expenses for the Executive Director.
Office Management Procure and maintain the overall stock of office supplies for the Office of Student Life.
Ensure that the office equipment such as printers, laminator, coffee maker, and other appliances function properly and are organized and maintained correctly.
Facilitate regular email correspondence to various Student Life teams as meetings and office staff dictate.
Submit requisitions for Student Life: Operations and Student Life: Creative.
Management of Student Life subscriptions to a project management software (i.e. SmartSheet), creating and coordinating projects in the software, and organization of projects in the software.
Customer Service Monitor and provide timely responses to emails received in the Student Life inbox, helping to organize and forward emails to their necessary destination as the need arises.
Respond to and address escalated student and staff inquiries over the phone.
Convocation Determine eligibility for an exemption and process requests submitted by students accordingly.
Liaise with various departments regarding mass exemptions and enter data as appropriate.
Create attendance reports for Student Life leadership to monitor changes in Convocation.
Travel Coordination for Student Life Budget travel expenses for various teams attending various conferences throughout the year.
Book travel arrangements, including but not limited to airline flights, rental vehicles, hotels, conference tickets, etc.
Assist travelers in reconciling expenses according to university policy, upon return.
Other duties as assigned.
SUPERVISORY RESPONSIBILITIES
This position does not have any supervisory responsibilities but may mentor Administrative Assistants in Student…