Senior Administrative Assistant for Student Life

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

Benefits offered by this job

Health insurance

Retirement plans

Tuition assistance

Job summary

Liberty University is seeking a Senior Administrative Assistant for the Office of Student Life in Lynchburg, VA. The role supports the Executive Director with calendar management, meeting coordination, and note-taking, while ensuring timely communication and project tracking across Student Life teams.

The position requires 3–5 years of administrative experience and proficiency in Microsoft Excel and Outlook. Strong organization, communication, and office-management skills are essential.

Qualifications

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

Responsibilities

• Support the Executive Director of Student Life with calendar management and scheduling.
• Prepare and take notes during meetings; assist in reporting and communication.
• Coordinate office operations, procure supplies, and manage correspondence.
• Assist with Convocation exemptions and travel coordination for Student Life.

Skills

Administrative experience

Excel proficiency

Outlook proficiency

Communication skills

Organization skills

Education

Bachelor’s degree completed

Bachelor’s degree in Business (preferred)

Tools

Microsoft Office Suite

Adobe Creative Suite

Job description

The Senior Administrative Assistant reports to the ExecutiveDirector of Student Life working to meet administrative,scheduling, and communication needs as they arise. This positionmanages the Student Life Calendar, facilitates communication amongthe various Student Life teams, performs various office managementfunctions, assists in the facilitation and note-taking of variousmeetings, and generates reports for Student Life leadership. TheSenior Administrative Assistant proactively follows up with variousstakeholders to ensure timely updates, project completion, smoothoffice communication and decision making. This position helps tofacilitate the management of the Office of Student Life byresponding to phone calls, sorting and responding to communicationsreceived in the Student Life inbox, and overseeing the purchase ofand correct function of office equipment and supplies. The positionis responsible for determining and processing Convocationexemptions, communicating with students the status of theirrequest, coordinating independently with other offices requestingConvocation exemptions for students, and communicating withResidence Life regarding absences and exemptions. The idealcandidate for this position is organized, detail-oriented,self-motivated, relational, timely, and anticipates needs beforethey arise.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Assist the Executive Director of Student Life
  • Manage the Executive Director of Student Life's Outlookcalendar, ensuring that meetings, appointments, and focused worktimes are arranged in an efficient and functional way.
  • Schedule necessary meetings, appointments, and facilitate thegathering of various Student Life personnel on behalf of theExecutive Director.
  • Assist the Executive Director of Student Life by sending andresponding to correspondence as necessary.
  • Assist the Executive Director of Student Life by recording andtaking detailed notes during meetings, appointments, andevents.
  • Monitor and manage key project timelines, deliverables, and duedates on behalf of the Executive Director.
  • Serve as a liaison between the Executive and their directreports to ensure accountability, timely updates, and completion ofassigned tasks.
  • Track and reconcile expenses for the Executive Director.
• Office Management
  • Procure and maintain the overall stock of office supplies forthe Office of Student Life.
  • Ensure that the office equipment such as printers, laminator,coffee maker, and other appliances function properly and areorganized and maintained correctly.
  • Facilitate regular email correspondence to various Student Lifeteams as meetings and office staff dictate.
  • Submit requisitions for Student Life: Operations and StudentLife: Creative.
  • Management of Student Life subscriptions to a projectmanagement software (i.e. SmartSheet), creating and coordinatingprojects in the software, and organization of projects in thesoftware.
• Customer Service
  • Monitor and provide timely responses to emails received in theStudent Life inbox, helping to organize and forward emails to theirnecessary destination as the need arises.
  • Respond to and address escalated student and staff inquiriesover the phone.
• Convocation
  • Determine eligibility for an exemption and process requestssubmitted by students accordingly.
  • Liaise with various departments regarding mass exemptions andenter data as appropriate.
  • Create attendance reports for Student Life leadership tomonitor changes in Convocation.
• Travel Coordination for Student Life
  • Budget travel expenses for various teams attending variousconferences throughout the year.
  • Book travel arrangements, including but not limited to airlineflights, rental vehicles, hotels, conference tickets, etc.
  • Assist travelers in reconciling expenses according touniversity policy, upon return.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position does not have any supervisory responsibilities butmay 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 THEJOB

Communication

• Effectively communicates in both verbal and written forms toconvey clear, well-articulated information.
• Able to understand, speak, and write English in order to conveymessages and correspond in an articulate and professionalmanner.
• Demonstrates strong organization, project management, andmanagerial skills.
• Possesses excellent computer skills, necessary for MicrosoftOffice Suite and Adobe Creative Suite.

Initiative & Work Ethic

• Task oriented and dedicated, meets deadlines while going theextra mile and producing quality work products.
• Anticipates needs and takes steps to meet those needs beforethey crop up, taking a proactive and intentional approach to theirduties.

Leadership & People Skills

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

Organization

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

Physical and Sensory Abilities

• Frequently required to travel to local and campuslocations.
• Frequently required to sit for extended periods to performdeskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectivelycommunicate and review ORL media content.
• Occasionally required to stand, walk, and climb stairs to moveabout the building.
• Handle materials, reach overhead, kneel or stoop in order toconduct business.
• Regularly lift 20 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform theessential 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, andoutdoor activities.

Driving Requirements

Use of one's personal vehicle (or LU vehicles) may be required fortravel in the performance of the essential functions of thisposition. Proof of a valid Virginia driver's license, an acceptableDMV 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 withUniversity needs and external market conditions. Market benchmarksmay be used, as appropriate, in combination with internal equity toensure pay is fair and aligned with the broader compensationstructure.

The position may also be eligible for comprehensivebenefits , including health insurance, retirement plans, andtuition assistance.

$44,000.00 - $50,000.00

The University is an Equal Opportunity Employer. We believe itis our moral and legal obligation to meet the responsibility offensuring that all management practices regarding employees areconducted in a nondiscriminatory manner. In compliance with TitleVII of the 1964 Civil Rights Act, and other applicable federal andstate statutes, all recruiting, hiring, training, and promotingforall job classifications will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including state of employment protectedclasses. It is, therefore, our policy and intention to evaluate allemployees and prospective employees strictly according to therequirements of the job. All personnel related activities such ascompensation, benefits, transfers, job classification, assignments,working conditions, educational assistance, terminations, layoffs,and return from layoffs, and all other terms, conditions andprivileges of employment will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including all applicable state ofemployment protected classes. The University is a Christianreligious-affiliated organization; and as such, is not subject toreligious discrimination requirements. The University's hiringpractices and EEO discrimination practices are in full compliancewith both federal and state law. Federal law creates an exceptionto the "religion" component of the employment discrimination lawsfor religious organizations (including educational institutions),and permits them to give employment practice preference to membersof their own religious beliefs.