Executive Assistant to the Vice President for Student Affairs

Executive Assistant to Vice President for Student Affairs

Classification

Full-Time, Non-Exempt

Department/Division

Student Affairs

Reports To

Vice President for Student Affairs

About King’s

King's College is a Catholic institution of higher education animated and guided by the Congregation of Holy Cross. King's pursues excellence in teaching, learning, and scholarship through a rigorous core curriculum, major programs across the liberal arts and sciences, nationally accredited professional programs at the undergraduate and graduate levels, and personal attention to student formation in a nurturing community.

We offer competitive total rewards, tuition remission for employees, 403(b) plans, and generous paid-time-off and holidays. Our culture is driven by our commitment to our mission, our community and our friendly, knowledgeable faculty and staff.

EEO Statement

King’s College does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service, or other non-merit factors. We celebrate diversity by fostering a welcoming and inclusive environment where each member of King’s College feels respected with a sense of belonging.

Job Function

Provides administrative/secretarial support for the Vice President for Student Affairs and Associate Vice President for Student Affairs/Dean of Students and Division of Student Affairs.

Essential Elements

1. Creates and maintains an office environment that celebrates, challenges and supports students in a caring and supportive manner consistent with the missions of the Division of Student Affairs and the College, its Catholic identity, and the Congregation of Holy Cross.

2. Answers and screens incoming calls and greets visitors in a friendly and courteous manner.

3. Provides service to students, faculty, and staff, providing information and referring them to appropriate college offices.

4. Maintains and schedules administrative staff calendars (Outlook, Bookings).

5. Coordinates purchasing for the office. Contacts service providers for the office copier, fax, printer and computer service and repair.

6. Performs clerical functions such as typing reports, memos, and correspondence, and proofreads documents—including brochures and reports—for content accuracy and formatting.

7. Prepares information, formats tables and charts, and consolidates various reports (e.g., the Student Life Committee-Board of Directors, President’s Cabinet/Senior Staff, Divisional Leadership, Divisional assessment reports, divisional communications) as directed by VP/AVP.

8. Assists in the development, proofreading, and editing of the Student Handbook.

9. Coordinates publications (Off-Campus Parent and Student brochures, Alcohol and Drug brochure, Student Conduct Manual, and VAWA publication).

10. Support strategic planning initiatives housed within Student Affairs, inputs data when needed and documents information for attendees.

11. Provides assistance with event planning and organization by working with Conference & Events or outside agencies if off campus.

12. Enters data and prepares reports using the Guardian system for student conduct, Care Team, Title IX, and other functions.

13. Coordinates student conduct appeal process for Vice President and Associate Vice President.

14. Manages the scheduling and planning of Administrative and College Student Conduct Panel Hearings, as well as the scheduling of interviews for the College Student Conduct Panel.

15. Works closely with administrative hearing officers to track and follow up on student conduct cases and sanctions process. Tracks fines and restitution and conducts appropriate follow-up for unpaid accounts.

16. Enters the Datatel/Ellucian System holds for overdue fines, changing residency codes for off-campus students and commuters, updates off-campus student contact information, and enters missing student contact information and parent/guardian information.

17. Prepares correspondence and maintains records for Sexual Harassment/Title IX cases under the direction of the Title IX Coordinator.

18. Reviews and updates College web pages for the office (Student Affairs, Dean of Students, Title IX, etc.)

19. Collates data for statistical reports, including the office semester report, student conduct information, and other compliance reports, including preparing tables, graphs and PowerPoint.

20. Maintains confidential student records and evaluates requests for student record disclosure following FERPA and College policy.

21. Maintains class attendance records. Notifies faculty and other administrative offices when a student is absent for several days due to a family or personal emergency.

22. Provides administrative support to other departments within the division as needed (i.e., project initiatives, assistance with data entry and support to a function without administrative secretarial support, or personnel transitions/coverage needs).

23. Evaluates inquiries and situation and contacts appropriate staff when the Vice President or Associate Vice President is unavailable.

24. Maintains divisional staff listserv and seeks approval from the VPSA and/or AVPSA on divisional communications prior to distribution.

Non-Essential Elements

1. Evaluates and maintains appropriate archival files for the division of student affairs in consultation with the VPSA.

2. Performs other related duties as assigned.

Required Skills, Training, and Experience

1. Excellent computer (i.e., Windows, Word, Excel, Outlook, PowerPoint, Canva and aptitude to learn software systems such as Ellucian Colleague, CROA/Entrinsik Informer, Guardian, One Hub, eRezLife) and typing skills.

2. Excellent organizational ability and interpersonal skills.

3. Desire to work closely with students, families, and the public.

4. Ability to work independently.

5. Ability to manage projects from organization to completion.

6. Ability to work with individuals of diverse backgrounds.

Physical Conditions

Typical office working conditions.

Limited evening and weekend work is required.

Job Type: Full-time

Pay: From $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person