Executive Assistant to the Vice President for Student Affairs

Winthrop University

Winthrop, Northern (MA, KY)

Hybrid

USD 47,000 - 57,000

Full time

24 hours ago

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Job summary

Winthrop University in Winthrop, MA, seeks an Executive Assistant to the Vice President for Student Affairs to provide high-level administrative and operational support, serving as a primary liaison for the division and its stakeholders.

The role coordinates scheduling, communications, travel, and divisional workflows, supports budgets, personnel processes, events, and strategic initiatives, and ensures timely, accurate information flows.

Qualifications

1 year of responsible administrative experience.
Master’s degree or progress toward a master’s degree.
3 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, supervision, event logistics, executive communications, website content management, and social/digital communications.
Proficiency with Microsoft Office/Office365 and platforms for financial processes, communication, project management, and virtual meetings.

Responsibilities

Provides high-level executive administrative and operational support to the VP for Student Affairs and serves as a primary contact for internal/external constituents.
Manages complex communications, scheduling, travel coordination, executive workflows, records, and divisional rosters.
Supports divisional programs, special projects and strategic initiatives with planning, coordination and follow-up.
Provides financial, budget, procurement and personnel support for the division in partnership with the Director of Student Affairs Operations.

Skills

Administrative experience

Strong organizational skills

Excellent communication

Education

Master’s degree or progress toward

Tools

Microsoft Office/Office365

Project management tools

Virtual meeting platforms

Job description

Executive Assistant to the Vice President for Student Affairs

Winthrop Position Title Executive Assistant to the Vice President for Student Affairs

State Title

State Class Code

State Class Code AH10

State Pay Table

State Pay Table GEN

Annual Salary/Hiring Range $51,978

Job Purpose

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.

Required Qualifications

One year of responsible administrative experience.

Preferred Qualifications

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.

Knowledge, Skills & Abilities Summary

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.

Job Summary

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 on behalf of the Office of the Vice President and the Division of Student Affairs.
Manages complex communications, scheduling, meeting preparation, travel coordination, executive workflows, office operations, records, divisional rosters, technology-based filing systems, supplies, equipment and work requests.
Receives, researches, evaluates and triages sensitive inquiries, concerns and grievances involving students, parents, families, faculty, staff and external stakeholders; determines appropriate action according to established policies and procedures; and refers complex or high-impact matters to the Vice President or appropriate Student Affairs Executive Team member.

Divisional Programs, Special Projects, and Strategic Initiatives

Provides high-level coordination and project management support for divisional programs, special projects and strategic initiatives assigned by the Vice President for Student Affairs.
Supports the planning, implementation, communication, logistics, contract tracking, assessment and follow-up for recurring and emerging Student Affairs priorities, including divisional events, recognition programs, annual meetings, student-centered initiatives (i.e., first-generation and veterans programming), vendor-supported programs and executive-level projects.
Co-coordinates key aspects of the Close Scholars Program, Global Close Scholars initiatives, Student Government Association support and other programs connected to divisional priorities. Collaborates with Student Affairs departments, campus partners, students, community partners, donors and external constituents to ensure programs and projects are well-organized, mission-aligned, responsive, and executed with professionalism.

Communications, Brand, Reports, and Digital Presence

Supports executive communications, divisional branding, reporting and digital presence for the Office of the Vice President for Student Affairs and the Division of Student Affairs.
Assists with developing, drafting, editing, organizing 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 Office of the Vice President.
Researches, collects, analyzes, and summarizes divisional information, data and issues of current interest to support executive communications, Board materials, meeting agendas, reports, presentations, proposals, speeches, committee work and university-level requests.
Coordinates with Student Affairs departments, campus partners, student staff and appropriate university offices 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 Office of the Vice President for Student Affairs and assigned divisional programs, initiatives and accounts, in partnership with the Director of Student Affairs Operations.
Supports the monitoring, tracking and reconciliation of operating budgets, foundation accounts, Student Government Association funds, procurement card transactions, travel authorizations, travel reimbursements, purchase requests, interdepartmental billing, vendor payments, contract-related financial processes and other financial documentation.
Assists with budget inquiries, expenditure tracking, financial records and coordination with appropriate university offices to ensure timely, accurate and compliant processing.
Supports personnel-related 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 involving the Vice President for Student Affairs and the division.
Supports preparation for Board of Trustees meetings, divisional All Calls, Leadership Team meetings, Executive Team meetings, committees and other 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.

Other Duties as Assigned

Performs other related duties as assigned by the Vice President for Student Affairs in support of the Office of the Vice President, the Division of Student Affairs and university priorities.
Participates in divisional meetings, programs, events, committees and special assignments as needed to support effective operations, divisional responsiveness and institutional service.

Travel/Overtime Requirements

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, search processes, and other Student Affairs in

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.

License/Certification

Type of Position

Type of Position Classified

Position Status

Position Status Full-Time

FLSA Status

FLSA Status Exempt

Hours Per Week 37.5

Months per Year 12

Posting Number

Posting Number 2027021S

Open Date