Student Affairs: Executive Assistant

About the role

Full-time, professional academic staff position in the Division of Student Affairs/Dean of Students Office beginning December 2026. Working title: Student Affairs Executive Assistant I (official title: Executive Assistant I). Renewable assignment contingent on performance and funding. Salary commensurate with experience and qualifications. Provides executive-level administrative support to the Vice Chancellor for Student Affairs and advances operational goals of the Student Affairs Division and Dean of Students Office. Coordinates and supports the student insurance claims process for Student Health Service. Exercises a high degree of discretion, sound judgment, and independence in managing responsibilities.

Job Category: Academic Staff | Employment Type: Regular | Job Profile: Executive Assistant I

Responsibilities

• Coordinate and manage calendars, schedules, travel arrangements, meetings, conferences, and related logistics for the Vice Chancellor for Student Affairs, Student Affairs leadership, and the Dean of Students Office.
• Review, prioritize, and evaluate correspondence, reports, and other communications; recommend appropriate actions and responses to support informed decision-making.
• Develop, coordinate, and facilitate communications of varying complexity with internal and external stakeholders, ensuring accuracy, professionalism, and timeliness.
• Manage the organization, retention, security, confidentiality, and auditing of divisional records and files in accordance with university policies and applicable regulations.
• Coordinate and process travel authorizations, arrangements, reimbursements, and expense reporting for the Vice Chancellor for Student Affairs.
• Assist with the development, monitoring, reconciliation, and reporting of departmental and divisional budgets.
• Review, process, and approve expenditures in accordance with university policies, procedures, and budget guidelines.
• Plan, coordinate, and support all aspects of meetings, events, and special programs, including scheduling, logistics, agenda development, materials preparation, and follow-up activities.
• Enter student case information utilizing university student information and case management systems while ensuring data integrity and confidentiality.
• Coordinate the submission and processing of international student insurance claims and Forward Health claims for Student Health Service.
• Prepare and maintain deposit documentation and related financial records for Student Health Service insurance payments.
• Provide administrative and operational support to staff within the Dean of Students Office to ensure efficient and effective office operations.
• Perform additional duties, special projects, and assignments as directed by the Vice Chancellor for Student Affairs in support of divisional priorities and strategic initiatives.

Department

The Division of Student Affairs consists of approximately 85 staff and is dedicated to connecting Blugold students with the resources and support they need to succeed academically and personally. Through a variety of programs, services, and partnerships, the division fosters student engagement, health, well-being, and development throughout their journey at the university.

Required Qualifications

• Bachelor's degree, associate's degree, or equivalent combination of education and relevant professional experience.
• Demonstrated experience providing executive-level administrative support in a complex and fast-paced professional environment.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong analytical and critical thinking skills, with the ability to assess information, identify solutions, and make sound recommendations.
• Experience developing, monitoring, reconciling, and managing budgets and financial resources.
• Demonstrated ability to build and maintain positive professional relationships and establish rapport with