Assistant to the Vice President for Student Affairs

Assistant to the Vice President for Student Affairs
University of Puget Sound
Job ID: 5878
Location: Dean of Students
Full/Part Time: Full Time
Regular/Temporary: Regular

Staff Posting Details
Appointment: Regular, full-time (1.0 FTE)

Position Summary:

The Assistant to the Vice President for Student Affairs manages a wide range of complex administrative operations in support of the Division of Student Affairs and the division's Vice President. The assistant interacts with a variety of Puget Sound administrative departments as well as external constituents including families, alumni, and community organizations. Additionally, the assistant provides support for divisional initiatives and projects, and to other members of the Division of Student Affairs (DSA) as needed.

Essential Job Functions and Responsibilities:

• Manage daily office function for the vice president's office. Coordinate and process information utilizing various PC computer applications including Microsoft Word, Excel, and PowerPoint; maintain and manage schedules; assist with preparation for meetings, including meetings of the board of Trustees. Create and/or process electronic and paper communications; reconcile, review, and approve P-Card purchases and statements and handle incoming paper mail and telephone calls.
Serves as first-level resource for those who seek information and/or guidance from the Vice President and access to the Vice President.

Communication

• Welcome visitors by greeting them in person and on the telephone, answering or referring inquiries.
• Respond to complex inquiries from internal and external constituents including staff, faculty, students, alumni, families and friends via the Dean of Students email.
• Prepare and send communications such as emails, reports, and other correspondence for DSA and other university colleagues.
• Assists in preparing reports, surveys, and studies, using various software applications.
Create, manage, update and distribute DSA webpages, staff rosters, organizational charts, Emergency Protocol documents, and on-call schedules.

Scheduling

• Maintain calendars and schedule meetings for Vice President and Dean of Students, including receiving and responding to meeting requests on behalf of the Vice President.
• Schedule and arrange for DSA meetings, and various university committee meetings including, but not limited to the Senior Leadership Team, Dean's Council, and Student Life Committee.
Make travel and lodging arrangements for the Vice President. Prepare necessary travel documents prior to travel and arrange for any necessary reimbursements after travel.

Budget Management

• Draft Student Affairs budget, including monitoring and reconciliation of Dean of Students and Title IX budgets.
• Work with the Office of Finance to balance and set the DSA budgets.
• Reconcile and approve procurement card statements for multiple members of DSA.
Process contracts, disbursement requests, and payments.

Administrative

• Administrative lead for the ASUPS Emergency Fund and Dining Dollars.
• Maintain hardcopy and digital filing systems.
• Process all Rights & Responsibility appeals; compile information and provide administrative support.
• Provide staff support to the associate dean of students for student involvement and programs.
• Works with Vice President to support candidate searches and hiring of staff.
• Helps with planning/implementation of office events.
• Serves as senior administrative staff member within Student Affairs.
Other duties as needed.

Qualifications:

• Bachelor's Degree or 5 years' experience in related field
• Provide exemplary customer service
• Possess strong cultural competence skills to effectively communicate with diverse communities including students from underrepresented and minoritized backgrounds
• Possess strong public relations skills with differing constituent groups including faculty, staff, students, alumni, and Tacoma community members
• Able to troubleshoot problems for students, staff, faculty, and/or community members
• Able to use solid judgment based on emerging issues and audience
• Able to handle confidential information and materials
• Able to work autonomously
• Able to multi-task through frequent interruptions
• Possess strong organizational skills
• Possess strong writing and editing skills
Word-processing, computing, and knowledge of a variety of software for offices and webpage creation

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices-services/human-resources/overview-of-university-benefit/.

Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

Resume Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment. All new hires will be required to submit proof of COVID-19 vaccination or approved exemption.

Diversity Statement:

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/

The University of Puget Sound is an equal opportunity employer.


How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA





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