Executive Assistant to the Vice President for Student Affairs

State of South Carolina; Rock Hill (SC); On-site; USD 50,000 - 70,000; Full time

Job summary

Winthrop University seeks an Executive Assistant to provide high-level administrative and operational support to the Vice President for Student Affairs and the Division of Student Affairs. The role coordinates executive workflows, manages confidential university business and serves as a key liaison among departments, students, families and external partners.

The position handles scheduling, communications, budgeting, project coordination and strategic initiatives, ensuring professional, timely

Qualifications

• Bachelor’s degree required; advanced degree preferred.
• One year of responsible administrative experience.
• Advanced knowledge of office management and executive support, including budgeting and procurement.
• Strong organizational, analytical and problem-solving skills.
• Ability to manage multiple complex and time-sensitive priorities with accuracy.
• Excellent oral and written communication; strong interpersonal skills.
• Ability to interact with students, families, faculty, staff, leadership, donors and external partners.
• Discretion and sound judgment handling confidential matters.

Responsibilities

• Provides high-level executive administrative and operational support to the Vice President for Student Affairs and serves as a primary contact for internal and external constituents.
• Manages communications, scheduling, office operations and sensitive inquiries while ensuring efficient executive workflows.
• Triages and manages sensitive inquiries from students, families, faculty, staff and external stakeholders, applying policies and escalating complex matters to senior leadership.
• Coordinate divisional programs and support for special projects and strategic initiatives.
• Support planning and follow-up for divisional priorities, events and executive-level projects.
• Co-coordinate key divisional programs with campus and external stakeholders to deliver professional programs and services.
• Supports executive communications, divisional branding, reporting and digital presence; creates and maintains communications and reports.
• Researches divisional information to support leadership materials, reports and university requests.
• Coordinates with campus partners to ensure communications are accurate, timely and mission-aligned.
• Provides financial, budgetary, procurement and personnel support for the department and divisional programs.
• Supports budget monitoring, tracking expenditures, purchasing, travel, billing and vendor payments.
• Assists with budget inquiries, financial records and coordinating with university offices.
• Supports personnel processes including hiring, onboarding, I-9 and E-Verify, scheduling, training and supervision of staff and student workers.
• Provides logistical and agenda support for committees and governance meetings; assists with staffing divisional search committees.

Skills

Executive support

Scheduling

Communication

Confidentiality

Organizational skills

Problem solving

Interpersonal skills

Discretion

Education

Bachelor’s degree

Master’s degree in progress

Tools

Microsoft Office/Office365

Job description

Reporting to the Vice President for Student Affairs, the Executive Assistant provides high-level administrative support to the Vice President and the Division of Student Affairs, manages complex and confidential university business, coordinates executive workflows and communications and supports divisional projects, programs, financial processes and strategic initiatives. The incumbent manages daily operations and serves as a key liaison among Student Affairs departments, university offices, students, families, external partners and other constituents in support of divisional priorities and to advance the work of the Vice President and Student Affairs Executive Team.

Executive Administrative and Operational Support

• Provides high-level executive administrative and operational support to the Vice President for Student Affairs and serves as a primary point of contact for internal and external constituents.
• Manages complex communications, scheduling, office operations and sensitive inquiries while ensuring efficient executive workflows.
• Triages and manages sensitive inquiries and concerns from students, families, faculty, staff and external stakeholders, applying policies and procedures to determine appropriate action and escalating complex or high-impact matters to senior leadership.

Divisional Programs, Special Projects, and Strategic Initiatives

• Provides high-level coordination and project management support for divisional programs, special projects and strategic initiatives as assigned.
• Supports the planning, coordination and follow-up for divisional priorities, including events, recognition programs, annual meetings, student-centered initiatives, vendor-supported programs and executive-level projects.
• Co-coordinates key divisional programs and initiatives, including Close Scholars and Student Government Association support, partnering with campus and external stakeholders to deliver well-organized, mission-aligned and professional programs and services.

Communications, Brand, Reports, and Digital Presence

• Supports executive communications, divisional branding, reporting and digital presence for the department and division.
• Assists with creating and maintaining communications, reports, presentations, website content, social media content, public relations materials, brochures, annual reports, divisional updates and other materials that reflect the priorities, voice and standards of the department.
• Researches and analyzes divisional information, data and issues of current interest to support executive communications, leadership materials, reports, presentations and university-level requests.
• Coordinates with campus partners and stakeholders to ensure divisional communications are accurate, timely, accessible, mission-aligned and professionally presented.

Financial, Budget, and Personnel Support

• Provides financial, budgetary, procurement and personnel support for the department and assigned divisional programs, initiatives and accounts, in partnership with the Director of Student Affairs Operations.
• Supports budget monitoring and financial processes, including tracking expenditures, reconciliations, purchasing, travel, billing and vendor payments.
• Assists with budget inquiries, financial records and coordination with appropriate university offices to ensure timely, accurate and compliant processing.
• Supports personnel processes, including student and temporary employee hiring, onboarding, I-9 and E-Verify coordination, scheduling, training, timesheet review, supervision and evaluation of student office assistants and digital media assistants.

University and Divisional Committee Support

• Provides logistical, administrative and agenda support for university and divisional committees, leadership meetings, search processes and executive-level projects.
• Supports preparation for Board of Trustees and governance-related meetings, including agenda curation, collection and organization of materials, meeting preparation, documentation, follow-up tracking and recording secretary duties when needed.
• Assists with staffing divisional search committees and coordinating related logistics, communications, materials, schedules and documentation.
• Provides administrative support to departments within the division as needed to support continuity, responsiveness and effective operations.

• Bachelor’s degree.
• One year of responsible administrative experience.
• Advanced knowledge of office management practices and executive support functions, including budgeting, financial recordkeeping, procurement, travel processes, personnel support, program coordination, event logistics, employment processes, and divisional communications.
• Strong organizational, analytical and problem-solving skills.
• Ability to manage multiple complex and time-sensitive priorities while maintaining accuracy and professionalism.
• Effective oral and written communication skills.
• Strong interpersonal and customer-service skills and the ability to interact effectively with students, families, faculty, staff, administrators, university leadership, donors, community partners and external constituents.
• Demonstrated ability to exercise discretion, sound judgment and initiative when handling sensitive, confidential and high-impact matters.
• Ability to learn and effectively use university systems and technology platforms required to perform position duties at a high level.

• Master’s degree or progress toward a master’s degree.
• Three years of relevant administrative experience in an educational setting.
• Experience providing administrative support to a high-level executive.
• Experience supporting complex office operations, including program coordination, budget monitoring, student or employee supervision, event logistics, executive communications, website content management, and social media or digital communications.
• Proficiency with Microsoft Office/Office365 and experience using technology platforms that support financial processes, communication, project management, virtual meetings and office operations.

Travel/Overtime Requirements: Occasional work outside of normal office hours may be required in support of divisional and university commitments, including Board of Trustees meetings, divisional events, student programs, award ceremonies and other Student Affairs initiatives.

Telecommuting: Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.