Executive Assistant to the Vice President for Student Affairs (Administrative)
Executive Assistant to the Vice President for Student Affairs / Manager
Divion: Student Affairs
Reports To: Vice President for Student Affairs
FLSA Status: Non-Exempt
Location: Lane College, Jackson, Tennessee
Position Summary:
The Administrative Assistant to the Vice President for Student Affairs and Manager provides high-level administrative support to the Vice President and manages the daily operations of the Division of Student Affairs. This position plays a critical role in supporting the various departments within the Division of Student Affairs, ensuring efficient communication, coordination, and execution of student-centered programs and services that align with Lane College's mission.
Key Responsibilities:
Executive Administrative Support
- Serve as the primary administrative liaison for the Vice President for Student Affairs.
- Manage the Vice President's calendar, schedule meetings, and coordinate travel and event logistics.
- Draft and prepare correspondence, reports, presentations, and meeting materials.
- Maintain confidentiality and professionalism in all communications and recordkeeping.
Office Management
- Oversee daily operations of the Division of Student Affairs, including supply inventory, equipment maintenance, and workspace organization.
- Supervise and schedule student workers and interns assigned to the office.
- Ensure the office environment is welcoming, organized, and responsive to student and staff needs.
- Maintain filing systems and records in accordance with institutional policies and FERPA guidelines.
Division-Wide Departmental Support
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Provide administrative and logistical support to departments within the Division of Student Affairs, including:
- Residential Life
- Student Life
- Counseling Services
- Cheerleading and Mascot Program
- Health Services
- Student Conduct
- Assist with coordination of interdepartmental meetings, initiatives, and collaborative events.
- Support departmental reporting, data collection, and communication efforts.
- Facilitate cross-departmental scheduling and resource sharing.
Event & Program Coordination
- Assist in planning and executing student affairs programs, workshops, and campus-wide events.
- Coordinate event logistics including space reservations, catering, materials, and communications.
- Serve as a point of contact for vendors and external partners supporting student affairs initiatives.
Budget & Procurement
- Monitor and reconcile budgets for the Division of Student Affairs and assist departments with budget tracking.
- Process purchase orders, invoices, and expense reports in compliance with college financial policies.
- Maintain records of expenditures and assist with annual budget planning.
Communication & Outreach
- Manage internal and external communications for the Office of Student Affairs.
- Maintain departmental websites, social media accounts, and digital bulletin boards.
- Disseminate timely information to students, faculty, and staff regarding student affairs programs and services.
Qualifications:
Required:
- Associate's degree or equivalent experience in office administration or related field.
- Minimum of 3 years of administrative experience, preferably in higher education.
- Proficiency in Microsoft Office Suite and office management software.
- Strong organizational, communication, and interpersonal skills.
- Ability to manage multiple tasks and prioritize effectively.
Preferred:
- Bachelor's degree.
- Experience working in student affairs or student services.
- Familiarity with student information systems (e.g., Banner, Jenzabar).
Working Conditions:
- Full-time, on-campus position.
- Occasional evening or weekend hours may be required for student events.
- Fast-paced environment with frequent interaction with students, faculty, and staff.
Lane College Core Values:
This position supports Lane College's commitment to academic excellence, student success, and community engagement. The ideal candidate will embody the College's values of integrity, respect, service, and innovation.
