Senior Administrative Assistant for Student Life

Liberty University; Lynchburg (VA); On-site; USD 44,000 - 50,000; Full time

Job summary

Liberty University in Lynchburg, VA seeks a Senior Administrative Assistant to support the Executive Director of Student Life with calendar management, communication, and note-taking. You will help organize meetings, track projects, and maintain smooth office operations.

The role requires attention to detail, proactive initiative, and strong Microsoft Excel and Outlook skills. Ability to handle Convocation exemptions and coordinate travel is essential.

Qualifications

• Bachelor’s degree completed.
• 3-5 years of administrative experience.
• 3-5 years of Microsoft Excel and Outlook experience.

Responsibilities

• Manage the Executive Director of Student Life’s Outlook calendar, ensuring meetings, appointments, and focused work times are arranged efficiently.
• Schedule meetings and gather Student Life personnel as needed.
• Record detailed notes during meetings and events.
• Monitor project timelines, deliverables, and due dates for the Executive Director.
• Serve as liaison between the Executive and direct reports to ensure accountability and timely updates.
• Track and reconcile expenses for the Executive Director.
• Procure and maintain office supplies and ensure office equipment functions properly.
• Facilitate regular email correspondence and submit requisitions for Student Life operations and creative.
• Coordinate Convocation exemptions and communicate status to students and Residence Life.
• Coordinate travel and assist travelers with reconciliations per university policy.

Skills

Organization

Communication

Time management

Attention to detail

Interpersonal skills

Education

Bachelor's degree

Tools

Microsoft Excel

Outlook

SmartSheet

Job description

The Senior Administrative Assistant reports to the Executive Director of Student Life working to meet administrative, scheduling, and communication needs as they arise. This position manages the Student Life Calendar, facilitates communication among the various Student Life teams, performs various office management functions, assists in the facilitation and note-taking of various meetings, and generates reports for Student Life leadership. The Senior Administrative Assistant proactively follows up with various stakeholders to ensure timely updates, project completion, smooth office communication and decision making. This position helps to facilitate the management of the Office of Student Life by responding to phone calls, sorting and responding to communications received in the Student Life inbox, and overseeing the purchase of and correct function of office equipment and supplies. The position is responsible for determining and processing Convocation exemptions, communicating with students the status of their request, coordinating independently with other offices requesting Convocation exemptions for students, and communicating with Residence Life regarding absences and exemptions. The ideal candidate for this position is organized, detail-oriented, self-motivated, relational, timely, and anticipates needs before they arise.

Essential Functions And Responsibilities

• Assist the Executive Director of Student Life
  • Manage the Executive Director of Student Life’s Outlook calendar, ensuring that meetings, appointments, and focused work times are arranged in an efficient and functional way.
  • Schedule necessary meetings, appointments, and facilitate the gathering of various Student Life personnel on behalf of the Executive Director.
  • Assist the Executive Director of Student Life by sending and responding to correspondence as necessary.
  • Assist the Executive Director of Student Life by recording and taking detailed notes during meetings, appointments, and events.
  • Monitor and manage key project timelines, deliverables, and due dates on behalf of the Executive Director.
  • Serve as a liaison between the Executive and their direct reports to ensure accountability, timely updates, and completion of assigned tasks.
  • Track and reconcile expenses for the Executive Director.
• Office Management
  • Procure and maintain the overall stock of office supplies for the Office of Student Life.
  • Ensure that the office equipment such as printers, laminator, coffee maker, and other appliances function properly and are organized and maintained correctly.
  • Facilitate regular email correspondence to various Student Life teams as meetings and office staff dictate.
  • Submit requisitions for Student Life: Operations and Student Life: Creative.
  • Management of Student Life subscriptions to a project management software (i.e. SmartSheet), creating and coordinating projects in the software, and organization of projects in the software.
• Customer Service
  • Monitor and provide timely responses to emails received in the Student Life inbox, helping to organize and forward emails to their necessary destination as the need arises.
  • Respond to and address escalated student and staff inquiries over the phone.
• Convocation
  • Determine eligibility for an exemption and process requests submitted by students accordingly.
  • Liaise with various departments regarding mass exemptions and enter data as appropriate.
  • Create attendance reports for Student Life leadership to monitor changes in Convocation.
• Travel Coordination for Student Life
  • Budget travel expenses for various teams attending various conferences throughout the year.
  • Book travel arrangements, including but not limited to airline flights, rental vehicles, hotels, conference tickets, etc.
  • Assist travelers in reconciling expenses according to university policy, upon return.
• Other duties as assigned.

Supervisory Responsibilities

This position does not have any supervisory responsibilities but may mentor Administrative Assistants in Student Life.

Qualifications And Credentials

Minimum Qualifications

• Education
  • Bachelor’s degree completed.
• Experience
  • 3-5 years of administrative experience.
  • 3-5 years of Microsoft Excel and Outlook experience.

Preferred Qualifications

• Education
  • Completed bachelor’s degree in business.
• Experience
  • 5+ years of administrative experience.
  • 5+ years of Microsoft Excel and Outlook experience.

Abilities and Competencies Essential to the Function of the Job

Communication

• Effectively communicates in both verbal and written forms to convey clear, well-articulated information.
• Able to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
• Demonstrates strong organization, project management, and managerial skills.
• Possesses excellent computer skills, necessary for Microsoft Office Suite and Adobe Creative Suite.

Initiative & Work Ethic

• Task oriented and dedicated, meets deadlines while going the extra mile and producing quality work products.
• Anticipates needs and takes steps to meet those needs before they crop up, taking a proactive and intentional approach to their duties.

Leadership & People Skills

• Sincere and affable, builds relational rapport quickly and establishes meaningful and productive relationships, earning the respect of both their peers and leaders.
• Proactive and servant-hearted, works hard and inspires others to do so as well.
• Purposefully shows care for others, exhibiting intentionality, conscientiousness, and emotional intelligence in all their interpersonal interactions.

Organization

• Detail-oriented, catching and fixing small errors and details in both visual and written communications.
• Manages their own schedule, project timelines, as well as the schedules of their team with punctuality and proactivity.

Physical and Sensory Abilities

• Frequently required to travel to local and campus locations.
• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectively communicate and review ORL media content.
• Occasionally required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 20 or fewer pounds.

Working Conditions

The working environment in which one will typically perform the essential functions of this position is in an office setting. However, work frequently occurs in a variety of other settings; including, but not limited to, residence halls, warehouses, and outdoor activities.

Driving Requirements

Use of one’s personal vehicle (or LU vehicles) may be required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required.

Time Type

Full time

Location

Onsite

Pay Range

Compensation is determined based on factors such as qualifications, experience, education, skills, and certifications, along with University needs and external market conditions. Market benchmarks may be used, as appropriate, in combination with internal equity to ensure pay is fair and aligned with the broader compensation structure. The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. $44,000.00 - $50,000.00

Equal Opportunity Employer

We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.