EXECUTIVE ADMINISTRATIVE ASSISTANT FOR STUDENT LIFE

Job Description

The Executive Administrative Assistant serves as an assistant to the Division of Student Life and provides administrative support for the Dean of Students and the other staff in the Student Life Administration Suite.

In addition, the Executive Administrative Assistant provides added support to the areas of Residential Life and Harre Union Administration.

The Executive Administrative Assistant has responsibility for collaborating with all of the other Administrative Assistants within the Student Life Division, and is a key role within the Division to ensure effective communication and administrative efforts.

Major Responsibilities :

• Provide administrative support to the staff within the Student Life Administration Suite, to include assistance with preparing reports and presentations, data management, answering phones, travel arrangements, scheduling meetings, and event and program details.
• Provide clerical office management including maintaining budgets, processing requisitions and other financial paperwork, keeping files up to date, attending to office operations, ordering and managing office supplies, etc.
• Provide some administrative support to the staff within the Residential Life and Harre Union Administration Suite, to include assistance answering the phones, responding to parent and student questions, and monitoring call or answering inquiries of either office area.
• Coordinate secondary tasks such as managing off-campus rental listings, coordinate Guest Housing processes (i.e. scheduling, work orders, record-keeping), coordinate US Census survey requests, and provide necessary student / client / customer billing support
• Obtain a working knowledge about campus and departmental processes and services and serve as an active resource for campus partners, students, families, and external clients / vendors.
• Assist the Dean of Students in preparing any requested / required materials for the quarterly Board of Directors Meetings and provide administrative support to the Campus Life Committee of the Board.

Required Knowledge and Skills :

• A high school diploma is required; 2-year or 4-year college degree is highly desirable
• Minimum of five years of administrative assistant experience.
• Ability and experience working with students and people from diverse backgrounds.
• Must possess excellent customer service skills.
• Strong analytical and organizational skills with high attention to detail.
• Ability to prioritize and manage multiple projects at the same time.

Other Qualifications :

• Experience working at a College / University and / or with college age students.
• Knowledge of and / or the aptitude to learn and use all software tools at the University.
• Knowledge of and / or ability to learn financial processes.
• Ability to work under limited supervision and to interact with all levels of students, staff, and faculty at the University.
• Willingness to work at a university committed to Christian higher education in the Lutheran tradition.

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

All offers of employment with Valparaiso University are contingent upon clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal / professional references.

If applicable to the position, background checks will also include credit history. Background checks will be conducted on all final candidates for employment.

To be considered for this position, you must upload :

• Cover letter
• Resume
• List of 3 professional references
• Answer all application questions

Please address the cover letter to :

Ryan Blevins, Dean of Students

Valparaiso University