Executive Assistant to the Vice President of Student Affairs
Executive Assistant to the Vice President of Student Affairs
Posting Number: 0000816
Reports to: Vice President of Student Affairs
Department: Student Affairs
Full or Part-time: Full Time
This is a full time 40 hour per week, salaried position. Responsible for office operations and support to the Vice President of Student Affairs. These responsibilities include, but aren't limited to, managing the office, handling student, employee, and public requests and complaints, maintaining confidential information, supervising student employees, serving as staff support on student affairs committees, managing all division meetings, invoice processing, reporting, and managing the Student Affairs budget.
- Office Management (30%)
- Oversee all operations of the Student Affairs Office, maintaining adequate supplies and functional equipment.
- Assist the VPSA with day-to-day management of the division, managing procedures and guidelines applicable across all SA departments.
- Independently manage complex ad hoc projects on behalf of the Office of the VPSA.
- Administrative Support (50%)
- Handle all inquiries received by the Student Affairs office using diplomacy and professional tact. Independently research, prioritize, and follow-up on multiple incoming issues and concerns addressed to the VPSA, including those of a sensitive and/or confidential nature. Determine appropriate course of action, referral and/or response.
- Manage all aspects of the VPSA’s calendar. Independently schedule appointments and handle logistics associated with meetings. Ensure the VPSA is aware of all details, including any changes or cancellations.
- Coordinate travel arrangements for the VPSA, including itineraries, transportation and lodging.
- Perform key functions for the VPSA involving research; report writing; development of presentations and routine correspondence; policy development, review, and revision processes;
- Assist the VPSA in planning, organizing, prioritizing and coordinating the timely assignment, follow-up and completion of annual planning activities in the Division.
- Manage special projects, on behalf of the VPSA that advance work within the Division.
- Provide necessary administrative support for the VPSA’s involvement in external professional associations, organizations, and committees.
- In consultation with the Vice President, work with staff in all Student Affairs departments to monitor, publish, assess and revise the division’s strategic planning, divisional goal setting, data collection, outcomes assessment efforts and annual report.
- Maintain a working knowledge of the software platforms in use within the division as well as college wide systems in use to deliver services to/maintain records for students to assure strong integration of services.
- Schedule Student Affairs Leadership teams’ meetings and take notes and provide meeting minutes.
- Plan, implement and assess events, meetings, workshops and divisional activities.
- Coordinate and facilitate routine meetings for the administrative staff across the division.
- Create and/or coordinate professional development opportunities for staff across the division.
- Create and distribute routine internal newsletters.
- Serve on various College-wide committees and task forces.
- Budget (10%)
- Assist in the development, management, and oversight of all Student Affairs budgets.
- Provide support in fulfilling payment requests for the staff across the division.
- Manage expenditures and code and reconcile all charges to the procurement card for the VPSA.
- Staffing and Supervision (10%)
- Manage staff hiring processes.
- Assist VPSA in managing evaluation processes.
- Hire, supervise and evaluate student staff.
- Strong demonstrated commitment to diversity and inclusion.
- Strong computer competency and demonstrated exceptional Microsoft Office suite skill set including advanced knowledge of PowerPoint.
- Experience working with websites and social media.
- Ability to prioritize, plan, and organize.
- Experience managing budgets and compiling reports with minimal supervision.
- Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects.
- Ability to work with sensitive information in a confidential and diplomatic manner.
- Excellent communication skills.
Under the general supervision of the Vice president of Student Affairs, is accountable for the organization of all office functions.
Associate degree required; Bachelor’s degree preferred. Five or more years of progressively responsible experience in a college or university setting required, including excellent information management skills. Previous relevant experience working in higher education and Student Affairs and knowledge of Maxient and various web platforms desired. Proficiency of software and computer skills including the integration of word processing programs, spreadsheets and presentation software is required. The ability to use independent initiative, excellent judgment, excellent public relations skills and a high level of confidentiality are all required. Superior interpersonal skills and the ability to use tact and diplomacy in dealing with individuals and groups in a fast-paced environment with many simultaneous, competitive priorities.
Special Instructions to Applicants:
Summer hours- May thru August
College fully funds health insurance deductible.
Benefits immediately start first day of employment.
Official College transcripts required upon hire.
Open Date: 07/07/2021
To apply, visit https://lmc.simplehire.com/postings/3700
About Lake Michigan College
Lake Michigan College is a community college in southwest Michigan. We have three campuses --two of which are located ten minutes from our namesake’s breathtaking shoreline.
Like other community colleges, we offer associate degrees, certificates, and even a baccalaureate degree. But what sets us apart from our peers is our seemingly limitless potential and our people - people who care deeply about our region’s future and who are committed to student success and exemplary educational programs, strong alignments with both established and emerging industries, and productive partnerships with the communities we serve.
Faculty and staff at LMC enjoy excellent benefits and a supportive and friendly work environment. LMC recently received a Capital Outlay grant from the State of Michigan and a new millage from the southwest Michigan community, so the college’s facilities will be getting innovative, sustainable upgrades in the next few years that will contribute to the comfort, productivity and collaborative environment for all employees.
Living in Southwest Michigan
Southwest Michigan attracts millions of tourists who come for our beaches, wineries, and nationally acclaimed golf courses. But many who visit, choose to stay for our great schools, low cost of living, and high quality of life.
LMC’s main campus is nestled in a watery and wooded wildlife sanctuary, yet it’s less than a half-day’s drive from major metro areas including Chicago, Milwaukee, Detroit, and Indianapolis.