Summary

The Executive Assistant to the Vice President of Student Life (VPSL) & Dean of Students serves as liaison and acts on behalf of the VPSL & Dean of Students office in regular dealings with people within and outside the College concerning a variety of issues. Provides overall office management, project management, and administrative support to the Vice President for Student Life & Dean of Students, and to staff within the division of Student Life, with a minimum of supervision; requires a professional manner with a variety of constituencies, ability to maintain confidentiality, and to set priorities. The Executive Assistant also works on projects to support the work of the Division of Student Life, provides budget management, and helps to ensure a smooth and positive working in environment for staff within the Division.

Duties and Responsibilities

• Coordinated and maintains the schedule of the VPSL & Dean of Students.
• Provides leadership to other assistants in the Division.
• Helps to coordinate division-wide meetings and events throughout the year.
• Coordinates projects, as assigned, to help advance the student experience/work of the Division.
• Assists with staff searches, as needed.
• Represents the VPSL & Dean of Students/Division of Student Life in administrative capacities throughout the college.
• Coordinates the planning of meeting and events on behalf of the VPSL & Dean of Students.
• Performroutineofficesupportactivitiesincludingphotocopying&filing;creating/completing forms; opening, screening, sorting and delivering mail; ordering and maintaining supplies. Establish and maintain filing and records system.
• Mustbeabletoworkonmultipleprojects,meetspecificdeadlines,andtohandleahighvolumeofadministrative
• Greet visitors, answer and screen telephone calls. Assess nature of business and provide assistance or make appropriate referral. Represent the Division of Student Life and the College to visitors.
• Format, keyboard, edit, and proof read correspondence, manuscripts, reports, and other materials. Assemble attachments and corresponding material and review for completeness and correctness prior to distribution.
• Gather, compile, organize, and manipulate data to create reports or summaries.
• Coordinate and monitor budget and accounts.
• Prepare reimbursements, check requests, purchase requisitions, maintenance requests and invoices to forward to appropriate parties.
• Coordinate use of facilities as needed, including meeting times and locations, catering services, special equipment and materials.
• Assist with a variety of public relations activities, including placement of advertisements, administrative support for the production and distribution of posters, announcements, brochures, and invitations.
• Construct and maintain databases.
• Other duties as assigned.

Qualifications

A minimum of 4 to 6 years of experience in an office or business setting, including at least one year in a principal or lead role. Experience working in a college or university setting preferred. References must indicate a record of excellent attendance, diligent performance, accuracy and attention to detail, and ability to prioritize and organize work.

• Proficiency in working in a Windows environment, particularly in the use of Word, Excel, & Power Point. Must be comfortable and proficient working in a virtual environment with the use of Microsoft Teams and Zoom. Facility with electronic mail, Internet and other software packages.
• Demonstrated ability to work with a diverse population with tact, diplomacy, discretion, and confidentiality.
• Willingness to work as a team player. Excellent interpersonal and communication skills.
• Well-developed organizational skills.
• Proven ability to exercise good independent judgment. Excellent problem-solving skills.
• Extraordinary attention to detail, precision and accuracy.
• Ability to define problems, collect information, and draw appropriate conclusions.
• Excellent time management skills. Ability to set priorities.
• Knowledge of English grammar, spelling and punctuation.
• Good typing skills.
• Microsoft Outlook Calendar.

Supervisory Duties

This position does not require any supervisory duties.

Disclaimer

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the position.

Job Description Status

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Application Instructions

Apply for this job at https://washjeff.applicantpro.com/jobs/. Please submit a cover letter and resume. It is recommended that all documents be in PDF format and uploaded at one time. Review of applications will begin immediately.

Employee Benefits

Washington & Jefferson College offers a comprehensive benefit package for benefit eligible employees; including health, vision, and dental coverage, group life insurance, AD&D and LTD coverage, retirement plan, generous leave time, and the tuition benefit programs. These benefits add significantly to the employee's total compensation package.

Getting to Know W&J

Washington & Jefferson College is the best of both worlds: a small-town college setting in historic Washington, Pa., with easy access to the bustling business and cultural districts of nearby Pittsburgh, Pa. just 30 miles to the north. Founded in 1781, W&J College is a private, residential liberal arts college that is focused on student success. Our dedicated, experienced professors are passionate about teaching and work closely with our students to ensure that they receive a quality, comprehensive education. For more than 200 years, our alumni have influenced change in business, politics, medicine, and the arts and sciences as CEOs, lawyers, doctors, researchers, writers, teachers, and in many other equally worthy professions.

Celebrating Diversity

Washington & Jefferson College welcomes people of all backgrounds and beliefs who wish to participate in a diverse educational community. The College strives to be a place where all students, faculty, administrators and employees are able to live, study and work in an atmosphere free from bias and harassment. The College encourages civil debate and lively exchange of ideas in the belief that such exchanges promote understanding that will grow beyond simple tolerance of difference to embracing and celebrating the richness of diversity. Our graduates acquire knowledge and learn skills that help them thrive in a culturally diverse world.

Equal Opportunity Employer

Washington & Jefferson College (W&J) is committed to increasing diversity in our community and actively pursues individuals from all backgrounds. Additionally, W&J College complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, protected veteran status, gender identity, or national origin.