Student Auxiliary Services (SAS) Executive Assistant

Wayne State University; Detroit (MI); On-site; USD 52,000 - 76,000; Full time

Job summary

Wayne State University in Detroit seeks an experienced SAS Executive Assistant to provide executive-level administrative, operational, and financial support to the Associate Vice President for Student Auxiliary Services and divisional leadership. The role coordinates communications, complex scheduling, and daily office operations while liaising with university departments and external partners.

Responsibilities include managing calendars, preparing reports, processing financial transactions, and

Qualifications

• Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Higher Education Administration, Accounting, Communications, or a related field; or an equivalent combination of education and experience.
• Three to five years of progressively responsible administrative support experience, preferably providing direct support to senior leadership or executives.
• Experience handling confidential and sensitive information with discretion and sound judgment.
• Demonstrated ability to manage multiple priorities, coordinate complex schedules, and work independently in a fast-paced environment.
• Strong verbal and written communication skills, including the ability to prepare professional correspondence, reports, and presentations.

Responsibilities

• Manage and prioritize the Associate Vice President's calendar, ensuring alignment with strategic priorities and resolving scheduling conflicts independently.
• Coordinate leadership meetings, standing committees, advisory boards, and divisional workgroups.
• Prepare agendas, meeting materials, minutes, and follow-up documentation.
• Process invoices, purchase requests, reimbursements, and other financial transactions through university systems while ensuring compliance with applicable policies and procedures.

Skills

Multi-tasking

Communication skills

Organizational skills

Independent judgment

Project coordination

Education

Bachelor's degree in Business Administration, Public Administration, Higher Education Administration, Accounting, Communications, or related field

Tools

Microsoft Office Suite

Electronic calendar systems

University administrative systems

Job description

Student Auxiliary Services (SAS) Executive Assistant

Wayne State University is searching for an experienced Student Auxiliary Services (SAS) Executive Assistant at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose

The Student Auxiliary Services (SAS) Executive Assistant provides comprehensive executive-level administrative, operational, and financial support to the Associate Vice President for Student Auxiliary Services and divisional leadership. The position coordinates executive communications, complex scheduling, financial transactions, special projects, and daily office operations while serving as a key liaison among divisional leadership, university departments, external partners, and other stakeholders. Through proactive coordination, discretion, professionalism, and sound judgment, the Executive Assistant ensures the effective and efficient execution of divisional priorities and initiatives.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Financial and Business Operations

• Develop and maintain positive working relationships with University leadership, faculty, staff, students, trustees, donors, community partners, and external constituents.
• Represent the office of the Associate Vice President in a professional and courteous manner.
• Process invoices, purchase requests, reimbursements, and other financial transactions through university systems while ensuring compliance with applicable policies and procedures.
• Prepare, process, and monitor financial documents, including IRBs, SPAs, budget transfers, reimbursements, and related business transactions.
• Assist with budget tracking, expenditure monitoring, financial reporting, and reconciliation activities.
• Maintain accurate financial, administrative, and operational records and provide reports as requested by leadership.
• Coordinate with university departments and external vendors to facilitate procurement, payment processing, and contract-related activities.

Executive Support

• Manage and prioritize the Associate Vice President's calendar, ensuring alignment with strategic priorities and resolving scheduling conflicts independently.
• Anticipate administrative and operational needs of the AVP and proactively address issues to support effective decision-making and time management.
• Act as a gatekeeper and strategic partner by managing requests, determining priority, and ensuring timely follow-up on behalf of the executive.

Communications and Project Coordination

• Ensure consistent messaging and professional communications with internal and external stakeholders.
• Monitor and manage executive communications, including email and telephone inquiries, and respond or redirect as appropriate.
• Track action items, deadlines, and deliverables resulting from meetings and provide regular status updates to the Associate Vice President.
• Conduct research, compile information, and prepare briefing materials to support executive decision-making.
• Coordinate leadership meetings, standing committees, advisory boards, and divisional workgroups.
• Prepare agendas, meeting materials, minutes, and follow-up documentation.
• Maintain official records, reports, and documentation related to divisional meetings and governance activities.
• Handle highly confidential personnel, financial, student, and organizational information with discretion and professionalism.
• Ensure compliance with University policies, FERPA, and other applicable regulations when managing records and communications.

Office Management

• Develop and improve administrative processes and office procedures to enhance efficiency and service delivery.
• Coordinate office operations and provide guidance to administrative support staff as appropriate.
• Maintain divisional records management systems, ensuring accurate retention and accessibility of documents.

Event and Program Coordination

• Plan and coordinate executive events, divisional functions, recognition programs, retreats, and special events.
• Manage event logistics, communications, and follow-up activities.
• Perform other related duties as assigned.

Qualifications:

Education

Bachelor's degree

• Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Higher Education Administration, Accounting, Communications, or a related field; or an equivalent combination of education and experience.

Experience

Intermediate (3 to 4 years job-related experience)

• Three to five years of progressively responsible administrative support experience, preferably providing direct support to senior leadership or executives.
• Experience handling confidential and sensitive information with discretion and sound judgment.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated ability to manage multiple priorities, coordinate complex schedules, and work independently in a fast-paced environment.
• Strong verbal and written communication skills, including the ability to prepare professional correspondence, reports, and presentations.
• Strong organizational, analytical, problem-solving, and project coordination skills.
• Proficiency with Microsoft Office Suite, electronic calendar systems, and university administrative systems.
• Knowledge of university financial, human resources, procurement, and business processes preferred.
• Ability to establish effective working relationships with diverse internal and external stakeholders.
• Demonstrated ability to meet deadlines, exercise initiative, maintain attention to detail, and support executive leadership in achieving strategic objectives.
• Ability to exercise independent judgment, discretion, and diplomacy.

School/College/Division:

H43 - Business Operations

Primary department:

H4330 - Housing (H4330)

Employment type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Hourly rate:
• Salary minimum: TBD
• Salary hire maximum: TBD

Working conditions:

Work is performed primarily in a professional office setting with frequent interaction with executive leadership, university stakeholders, and external partners. The position requires extensive computer use, management of multiple competing priorities, and the ability to respond effectively to changing demands and deadlines.

Occasional evening/weekend work and travel between campus locations may be required to support meetings, events, and special projects.

Job openings:

• Number of openings: 1
• Reposted position: No
• Reposted reason: None (New Requisition)
• Prior posting/requisition number:

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.