Executive Associate to the Vice President for Student Affairs

Job Summary / Basic Function

This position will serve as an Executive Associate for the Vice President for Student Affairs (VPSA). The major responsibilities of the position will focus on a wide variety of assignments as well as the day-to-day oversight and management of the VPSA’s office operations.

Some of these activities would include but not be limited to the preparation of reports, analytic analysis, monitoring of project timelines, review of policies and procedures and make recommendations to the VP.

The Executive Associate will review and monitor all business activity related to the management of the office operations and delegate projects and assignments to the appropriate Student Affairs direct reports, including the Secretary.

This position will require specific understanding of each major function within the division to make important decisions as to the allocation of assignments for the VP.

In addition, this position will act as a liaison to other institutional offices, the state offices, as well as the external community.

This position will attend meetings on the VPSA’s behalf if the VP is unable to attend.

Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 14 public universities of Pennsylvania’s State System of Higher Education.

Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students.

Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development.

Almost 70 baccalaureate programs are available for our 6, students to find their path. Several of our programs are multidisciplinary in nature, combining science, technology, and art to create a more progressive degree.

We have over graduate students enrolled in 21 master’s and 3 doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life.

Over 66, alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.

Salary Range : $50,.00 $58,.00, plus comprehensive benefits starting on the first day of employment, including :

• Health insurance
• Dental insurance
• Vision insurance
• Group life insurance
• Voluntary Group Life and Accident Insurance
• Long Term Disability Insurance
• Retirement
• Tuition waiver
• Personal leave
• Vacation leave
• Sick leave
• Holiday leave

For description of benefits available, see The State System Employee Benefits Summary atEPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment.

Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression.

Individuals from traditionally underrepresented populations are encouraged to apply. Duties and Responsibilities

Assist the Vice President for Student Affairs with the following : Research matters, procedures and processes as requested by the VP.

Apprise the VP of matters that may be of significance.Responses to communications (correspondence, emails, telephone contacts, etc.

as authorized by Vice President.Draft correspondence and reports for VP.Edit drafts prepared by other divisional staff members.

Prepare : briefing materials for VP for presentations and meetings.documents and processes for administrative searches. Draft documents for meeting with the Council of Trustees and Cabinet.

Monitor complaint investigation and resolution.Coordinate the timely submission of internal and external reports,including grant applications and reports.

Review guidelines for various reports and processes and develop revisions / updates as required.Ensure the integrity of confidential matters related to the VP’s office.

Participate in campus events and meetings as member of VP’s office.Assist the VP as point of contact for students and parents.

Coordinate with the Advancement Executive Associate on the logistics and finances associated with the Cygnus Society.Act as a liaison to other institutional offices, the state offices, as well as the external community.

Work closely with all the units within Student Affairs, the Secretary to the VP for Student Affairs, the department directors, the President’s Office and Human Resources to ensure high performance.

The Vice President’s Office is responsible for several functions that are time sensitive. Timeliness and accuracy are crucial and require attention to detail.

This includes but is not limited to customer service requests, budget preparation and allocation.Work collaboratively to keep all staff within the VP’s Office appropriately advised of issues that directly affect them or matters relevant to the operation of the division and ensures that matters of confidentiality are maintained as such.

Attend and participate in Student Affairs leadership meetings, VP staff meetings, VP Administrative meetings and other meetings / committee as directed by the VP.

Conduct staff meetings to prioritize and ensure tasks / projects are being completed timely and accurately.

Refer all customer service calls / emails that originate from the President’s Office or developed in the Student Affairs office are referred to the appropriate area.

Responses are then submitted to the President’s Office.Provide supervision and guidance to the Secretary to the VP for Student Affairs to develop stronger skills in becoming more focused and detail oriented in final work product.

Ensure integrity of confidential matters related to the VP’s office. Conduct annual performance evaluations.

• Supervise student workers.Provide work assignments and monitor completion of tasks.
• Prepare, manage and monitor the Division budget to include the VP’s budget and inform the VPSA of any issues within the budget.

Ensure fiscal responsibility by actively monitoring and managing the budget; keeping the VP informed of budget status and working with the budget office, directors and administrative staff to ensure fiscal responsibility.

Work with the VP to determine best sources of funding for various projects.

Budget allocations process.Initiate and prepare annual division budget resource request process. Prepare the budget guidelines for directors in preparation of their budgets.

Prepare the annual resource request for submission and approval by Cabinet.

Serve on Committees / CouncilsServe as participating member of Student Affairs leadership team and recorder for the meeting minutes, prepare and disseminate pertinent information to members, coordinate and assist in planning retreats and special events.

Chairs the Administrative Staff Council

Manage various projects on both an annual and as needed basisWork closely with the VP in planning and coordinating retreats and special events;

assist in employment searches.Other projects include Budget process, annual reports, Cabinet Goal preparation, etc.

All other duties as assigned.

Required Qualifications

• Bachelor’s degree and five years of experience working as an administrative assistant at an executive level or the equivalent combination of education and experience to successfully perform the duties of the position.
• Experience scheduling complex meetings and / or events.
• Experience in budget preparation and management.
• Highly effective interpersonal and phone skills.
• Proficiency at a university level in oral and written communications and proofreading.
• Strong sense of diplomacy, responsibility, and tact.
• A high degree of integrity and adherence to confidentiality.
• Excellent planning and organizational skills, with the ability to handle multiple priorities and projects.
• Ability to deal with personnel matters and office management.
• Highly skilled in the use of Zoom and Microsoft Office, with a strong emphasis on Microsoft Word, PowerPoint, Excel, Outlook, and Teams.
• Independent judgement, personal responsibility, and anticipatory thinking.
• Comfort with dynamic, fast-paced work environments.
• A sense of urgency and attention to deadlines and details.
• Flexibility, willingness, and ability to pursue and adopt new ideas, information and technology, and process and summarize information.
• Ability to communicate effectively with people from varied social, educational, and economic backgrounds and demonstrate sensitivity to diversity and multicultural issues.
• Evidence of a commitment to diversity, equity, and inclusion.
• Successful interview.
• Successful completion of three background checks.

Preferred Qualifications

• Master’s degree.
• Previous supervisory experience.
• Prior experience supporting an executive or manager in a university.
• Banner, People Admin and / or SAP experience.
3 days ago