Executive Assistant, VP for Student Affairs

To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer and is dedicated to the goal of building a culturally diverse staff committed to teaching and working in a diverse environment, and strongly encourages applications from women, minorities, individuals with disabilities and veterans.

Job Title: Executive Assistant to the Vice President for Student Affairs
NJCSC Title: Professional Services Specialist 3
Job Category: CWA - Confidential (81257)
Post Date: June 7, 2023
Close Date: N/A
Salary: P/21 $58,031.09 - $82,157.57
External Salary Range: P21/ $58,031.09 - $66,073.25
For non-unit positions, salary commensurate with experience and is accompanied by a competitive benefits package.

Position Summary:

The office of the Vice President for Student Affairs provides support to the division of Student Affairs in the operation of all division-wide functions and services. The Division of Student Affairs consists of the Dean of Students - including Student Conduct, Student Wellness (Student Health Services, Counseling & Prevention Services), Student Conduct and Off-Campus Services, Title IX, and CARES; Student Development - including Residential Education and Housing, Student Life (Fraternity & Sorority Programs and Brower Student Center). Other major functions of the division include Auxiliary services and Athletics.

This position provides confidential professional level administrative support to the Vice President for Student Affairs overseeing major function(s) of the College including parent communications, student conduct records, Title IX case review, and institutional contract details.

Main Responsibilities:

• Administrative - Provides professional level support for the Vice President suite including but not limited to scheduling meetings, preparing agendas, preparation of documents, report creation through the synthesizing of data and information, presentation preparation, newsletters, and correspondence on behalf of the executive. Assist the VPSA in preparing reports and agendas for Student Affairs divisional, leadership, and Board committee meetings. Coordinate & prepare status reports on Enterprise Risk Management and Program Review progress.
• Communications - Prepare and coordinate regular communications to parents in response to campus issues and rising concerns. Utilize departmental social media accounts to assess issues warranting responses. Connect with representatives of the college to draft appropriate responses. Receive in person, written, and telephonic communications to the Office of the Vice President for Student Affairs and redirect when appropriate.
• Special Projects - Provide coordination for Parent & Family Day engagement activities throughout the academic year (in-person and virtual). Provide advisory to student support initiatives (Press PAWS). Coordinate division-wide meetings and events as directed.
• Office Management - Contract management by logging contracts and maintain records of approvals. Arrange hiring and scheduling of student staff. Manage department P-Card, Executive Card, and expenditure reallocations. Maintain office supplies.
• Organizational Development - Work closely with the Vice President for Student Affairs to assess organizational culture and identify appropriate programs to positively shape culture. This may include retreats, recognition events, team building activities, and intentional efforts to encourage collaboration.
• Coordinate travel arrangements as needed.

Required Qualifications:

• Bachelor degree.
• Four or more years of administrative experience.
• Experience in higher education in an area directly related to the functional area strongly preferred.
• Technical expertise in Word, Excel, Powerpoint, email systems, scheduling programs and the ability to learn and work in other systems particularly related to the functional area.
• Ability to navigate and use social media and other software systems for communication such as Facebook, Instagram, Twitter, CANVA, etc. Understand, apply, and implement administrative policies, practices, and procedures; represent management in dealing with a variety of administrative policies, practices and procedures on a variety of matters with other departments, employees; speak and write effectively; establish and maintain cooperative working relationships with a variety and level of departmental staff.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Ability to exercise appropriate discretion, judgment, and confidentiality in all matters related to the position.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Employer Qualifications:

• Final offer of employment is contingent upon the successful completion of a background check and reference checks.

About TCNJ

TCNJ is a highly selective institution that has earned national recognition for its commitment to excellence. Founded in 1855, TCNJ has become an exemplar of the best in public higher education and is consistently acknowledged as one of the top comprehensive colleges in the nation. TCNJ currently is ranked as one of the 75 "Most Competitive" schools in the nation by Barron's Profiles of American Colleges and is rated the No. 1 public institution in the northern region of the country by U.S. News & World Report. TCNJ was named the #10 value in public higher education by the Princeton review in 2009 and, in 2006, was awarded a Phi Beta Kappa chapter - an honor shared by less than 10 percent of colleges and universities nationally. A strong liberal arts core forms the foundation for programs offered through TCNJ's seven schools - Arts & Communication; Business; Education; Humanities and Social Sciences; Science; Nursing, Health, and Exercise Science; and Engineering. TCNJ faculty members are teacher-scholars who share a commitment to liberal learning. TCNJ is located within an hour, by train, of New York City and Philadelphia. The College's campus is set on 289 tree-lined acres in suburban Ewing Township and is known for its natural beauty and has 39 major buildings.

Application Instructions

Qualified candidates should apply online at: careers@tcnj.edu and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable candidate is selected.

SAME Applicants

If you are applying under the New Jersey "SAME" program, your supporting documents (Schedule A or B letter), resume (CV), as well as the names and contact information for three professional references by the closing date listed above to: same@tcnj.edu . For more information on the SAME program visit their website at: https://nj.gov/csc/same/overview/index.shtml , email: SAME@csc.nj.gov, or call CSC at: 833-691-0404.

In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.