Reporting directly to the Vice President for Student Affairs and Dean of Students (VPSA/ DOS), the Assistant provides administrative support for the VPSA/ DOS in a one-on-one working relationship. This position serves as the primary point of contact for internal and external constituencies and serves as a liaison to the senior team and trustees. The Assistant performs a variety of duties including managing the VPSA/ DOS calendar, coordinating logistics associated with VPSA/ DOS meetings, events,... more details
Claremont, CA
Job Posting Title:
Assistant to Vice President for Student Affairs
Job Description:
PRIMARY PURPOSE/GENERAL DESCRIPTION:
Reporting directly to the Vice President for Student Affairs and Dean of Students (VPSA/DOS), the Assistant provides administrative support for the VPSA/DOS in a one-on-one working relationship. This position serves as the primary point of contact for internal and external constituencies and serves as a liaison to the senior team and trustees. The Assistant performs a variety of duties including managing the VPSA/DOS calendar, coordinating logistics associated with VPSA/DOS meetings, events, and special projects.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS:
This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.
- Completes a broad variety of administrative tasks for the Vice President for Student Affairs and Dean of Students including but not limited to: managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential and nonconfidential correspondences; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
- Develops communications on behalf of the VPSA/DOS, prepares reports, and handles information requests.
- Assists VPSA/DOS with preparation of materials for Scripps Board of Trustees and serves as liaison to the Board Office.
- Plans, manages, and executes on-campus and off-campus VPSA/DOS events.
- Creates, implements, and manages a variety of special projects for the VPSA/DOS on both divisional and consortia matters.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
- Uses sound judgment, understands to prioritize meetings on VPSA/DOS’s calendar. Communicates directly and on behalf of the VPSA/DOS with various constituencies.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the VPSA/DOS, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Works closely and effectively with the VPSA/DOS to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Knows when and how to resolve issues in early status to avoid escalation.
- Serves as a liaison between Student Affairs and Business Affairs offices and assists with budget processes, including reconciliation.
- Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.
- Perform other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES:
Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, students, faculty, board members, and consortia partners.
- Advanced written and verbal communication skills.
- Ability to create and support an environment that is welcoming, accessible, and inclusive.
- Proactively approaches problem-solving with strong decision-making capability.
- Highly resourceful team-player, with the ability to also be extremely effective when working independently.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Ability to maintain confidentiality and act ethically with discretion and demonstrate the highest level of service and response.
- Experience working within an academic setting that is mission-driven, collaborative, and community oriented.
QUALIFICATION STANDARDS:
EDUCATION & EXPERIENCE:
Bachelor’s degree or any combination of education, training or experience that provides the required knowledge, skills and ability to perform the job.
At least 4 years of administrative support experience. Familiarity with productivity and connectivity tools/technology (i.e., Outlook, Zoom, Goggle drive, Box, etc.).
Experience working in a college or university setting and with event planning and/or project management is preferred.
LICENSES / CERTIFICATES:
None.
OTHER:
HOURS & CLASSIFICATION AND STATUS:
This is a regular, full-time, benefits-eligible, non-exempt position.
The regular hours are for this position are Monday-Friday 8:00am-5:00pm.
Hours, including limited evening hours, may vary due to the needs of the Vice President for Student Affairs and Dean of Students, the College or department.
Hourly rate range: $23.00-$27.00. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.
SUPERVISORY RESPONSIBILITY:
None.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.
Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.
At-Will Employment
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
