Administrative Assistant (Temporary)

JOB SUMMARY

Vanguard University is seeking a highly organized and detail-oriented Part-Time Administrative Assistant to support the Division of Student Development. Reporting to the Director of Operations for Student Development, this position provides administrative support to senior-level leaders within the division. The Administrative Assistant will be responsible for tasks such as P-Card reconciliation, meeting and event coordination, front desk and switchboard support, payroll-related forms, and divisional communication.

The ideal candidate will demonstrate professionalism, efficiency, strong communication skills, and a commitment to the university’s Christian mission and values.

KEY RESPONSIBILITIES:

Front Desk & Switchboard Management

• Serve as the first point of contact for the Division of Student Development calls, answering basic questions and troubleshooting before forwarding them to the appropriate staff.
• Provide front desk support, greeting visitors, answer general emails, and directing inquiries.
• Offer assistance to students, faculty, and staff by answering questions and providing resources related to Student Development.

Financial & Administrative Support

• Assist with P-Card reconciliation, ensuring all documentation is accurate and submitted on time.
• Process sick and vacation approvals and communicate time-off updates as needed.
• Handle payroll-related forms, including payroll change notices and stipend request forms (ensuring correct documentation is submitted for approvals).
• Maintain and update office records, databases, filing systems, and student records in compliance with FERPA and university policy.
• Assist senior leadership with special projects and administrative tasks as assigned by the Director of Operations.

Meeting & Event Coordination

• Schedule and manage calendar invites, room reservations, and catering requests for division meetings and events.
• Provide logistical support for Student Development events and programs, including scheduling, setup, and communication.
• Coordinate division events using a shared calendar with the Director of Operations to ensure accurate updates and necessary edits.

Communication & Outreach

• Assist with general communication, including drafting emails, PowerPoints, reports, and announcements for the Division of Student Development.
• Gather input for the division newsletter, format it, and submit it for final review before distribution.
• Maintain and update departmental materials, including flyers, newsletters, and website content as needed.

Qualifications:

• Education: High school diploma required; associate or bachelor's degree preferred.
• Experience: Prior administrative support experience preferred. Experience in a university or student services setting is a plus.

Skills & Competencies:

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Customer service-oriented with a professional and welcoming demeanor.
• Ability to work independently and collaboratively in a fast-paced environment.
• Commitment to the Christian mission and values of the university.

Salary:

Part-Time Position - Temporary

$23.00 to $26.00 (Hourly)

Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position.