Executive Assistant and Special Projects Administrator

Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please close this window and log into Workday and click on Talent and Performance to apply internally.
Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

ABOUT THE POSITION:

The Executive Assistant and Special Projects Administrator will provide administrative support to the Vice President for Student Life and Dean of Students (VPSL), assist in coordinating the overall administrative functions of the Division of Student Life and VPSL office, assist with the Student Life divisional budget, event and program management, coordinate special projects and new initiatives on behalf of the VPSL, and supervise student employees for the VPSL Office.

Priority screening begins April 17, 2023.

ESSENTIAL FUNCTIONS:

Administrative Support

• Provide a variety of advanced, complex, sensitive and confidential administrative support to VPSL, including scheduling of internal and external meetings, management of complex executive’s calendar, managing travel arrangements, planning of Student Life division-wide and direct reports meetings, document and file management, editing, and reviewing of confidential communications and correspondence.
  
  
• Serve as a member of the Dean's Leadership Team and as an advisor to the VPSL, providing direction about resolutions and offering feedback on sensitive issues.
  
  
• Provide support to the specific VPSL goals and assignments related to the institutional committees and task forces in which the VPSL serves as chair or member. This includes Board of Trustees, Emergency Operations, CAS/COM Budget, Student Success, Strategic Enrollment Management, IT Governance, searches, public health response (COVID-19), neighborhood relations, student leadership development, and any other newly named committees or task forces to which the VPSL initiates or is appointed.
  
  
• Implement, oversee, monitor, and participate in special projects, assignments, and activities as assigned. Provide coordinated support to the VPSL on any developing campus new initiatives including Student Affairs related professional association activities and responsibilities.
  
  
• Serve on special committees as designated by the VPSL.
  
  
• Perform considerable research and investigation that will then be synthesized and presented by the VPSL. Assist VPSL with preparation and development of presentations facilitated by and with the VPSL.
  
  
• Prepare and edit reports and correspondence as needed.
  
  
• Provide back-up administrative support for managing systems and databases including student conduct process, Campus Living (housing), New Student Orientation, athletics, health-related, and others in Student Life.
  
  
• Provide lead specific project support to other offices in Student Life as needed and assigned.
  
  

Special Projects and Program Management

• Manage major programs sponsored by the VPSL (includes the Student Life end-of-year awards recognition program, Kudos for Colleagues awards program, new staff orientation, monthly division meetings/trainings, leadership team and deans/directors meetings, VPSL coffee chats, campus office hours, pop-up events and campus-wide events).
  
  
• Provide administrative staffing support and coordinate VPSL’s engagement across divisional and campus programs and events including new student orientation, move-in, Commencement, and large-scale student programming and events.
  
  
• Implement professional development events and annual retreats.
  
  
• Facilitate logistics, such as coordinating IT needs, attendee confirmation, room setup, catering and refreshments.
  
  
• Manage marketing of the VPSL Office and Division of Student Life including the maintenance of Student Life, VPSL web presence, and social media platforms.
  
  
• Oversee The Bark student newsletter and all of its components: writing articles on behalf of the VPSL, managing content, editing, soliciting events and articles.
  
  
• Provide continuous maintenance of the current student's website (The Bark).
  
  
• Coordinate project support to the VPSL on any developing campus new initiatives including Student Affairs related professional association activities and responsibilities.
  
  
• Assist with divisional organization of graduate assistantships across Student Life, working closely with VPSL direct reports and faculty program director of Master’s Student Affairs Administration program.
  
  

Budget Management

• Manage and track the student life division expenses and budget, ensuring that decisions made are fiscally sound and in line with financial targets and goals.
  
  
• Provide the VPSL with monthly reports on income and expenditures of all departments in the division and provide advice on budget requests and justifications. Manage budget transfers.
  
  
• Work with the VPSL to review and analyze budget performance to include a review of actual and budgeted expenses and income.
  
  
• Reconcile monthly purchase card expenses, and prepare travel expense reports.
  
  

Collaboration

• Work closely with Executive Assistants of other Executive Council members and President’s office staff.
  
  
• Work closely with other Administrative Assistants across the Division of Student Life.
  
  
• Provide administrative support to various special committees and task forces within the Student Life division.
  
  
• Manage and promote positive and effective cross-functional relationships with co-workers, departments, and program leaders.
  
  
• Provide direct service to students, parents, faculty, staff, surrounding community/neighbors, by phone, e-mail, and in person.
  
  
• Discuss highly confidential and sensitive information with parents, faculty, or staff regarding students, regarding cases of academic integrity, community standards, or personal matters, sometimes in the midst of a crisis.
  
  
• Respond to this information either directly or direct to the appropriate person in a timely and appropriate fashion.
  
  

Student Worker Leadership

• Responsible for the hiring, training, and day-to-day supervision of up to eight undergraduate student workers, and up to two graduate student workers/graduate practicum student workers.
  
  
• Determine their daily tasks which includes performing normal office tasks (answering phones, setting appointments, checking general VPSL email account, etc.).
  
  
• Work with the VPSL to assign long-term projects for each of the undergraduate and graduate students.
  
  
• Guide and advise the graduate student workers in coordinating VPSL’s Student Advisory Committee.
  
  

MINIMUM QUALIFICATIONS:

• 5 years of applicable work in an office setting.
  
  
• 1 year of work experience in student affairs/higher education setting.
  
  
• Bachelor's degree.
  
  
• Intermediate ability with Office Suite Software (Excel, Word, PowerPoint, etc.) and Google products (drive, slides, docs, sheets).
  
  

PREFERRED QUALIFICATIONS:

• 6 years of applicable work in an office setting.
  
  
• 2 years of work experience in student affairs/higher education setting.
  
  
• Master’s degree in Student Affairs, Higher Education, Counseling, Business, or related field; or advanced training; certifications in student affairs administration/management/project management; or a combination of education and relevant training/experience.
  
  

WORK SCHEDULE:

• Full time, 1.0 FTE
  
  
• Benefits Eligible: Yes
  
  

PAY RATE:

• Salary commensurate with experience.
  
  

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.