Basic Function and Responsibility: To provide executive level assistance and administrative support to the Vice President (75% of the time) as well as administrative assistance to the Student Development team (25% of the time), understanding the processes and operations required to support the division with excellence, as it fulfills the mission and vision of Student Development and the University.
Supervision Received: The position reports to the Vice President for Student Development
1. VP Support: Provides assistance to the Vice President for Student Development who serves on the president’s executive leadership team and is responsible for executing the programs and services within the division:
Filter and respond to all incoming emails, phone calls, appointments, guests, and employee requests, noting and conveying details thoroughly and concisely; extending hospitality to office visitors, both scheduled and non-scheduled appointments.
Maintain and manage the VP’s calendar: compile and coordinate meeting requests, arrange appointments as directed, provide prompts and reminders for meetings as needed, anticipate and prepare needs for meetings (agendas, reports, copies of materials, room reservations, set-up, etc.). Records and distributes meeting minutes as needed.
Manage organization of Google Drive, edit and write memos and letters, assist in the creation of digital meeting presentations for various internal and external groups.
Provide research assistance to the VP by analyzing documents and preparing research reports on various topics related to Student Development.
Provide support to committees chaired by the VP: extend invitations, create rosters and email groups, maintain accurate committee calendar, monthly agenda and minutes, create digital presentations, etc.
2. VP Representation: General knowledge of the VP’s current projects and focus is necessary to provide a deeper level of assistance and an accurate representation of the VP’s philosophy and persona to students, parents, vendors, and colleagues. Ability to emulate VP’s voice, cares, and concerns in communication and time management. Offers input and perspective to the VP.
3. Divisional Support:
Provides support to the Student Development division by coordinating logistical details for divisional meetings, committees, and social activities. May serve on committees as requested.
Provides administrative support to the division by fielding questions, purchasing supplies and office furniture, managing ID card access, etc.
Reviews credit card transactions for VP and division on a monthly basis.
Maintains Student Development directory, organizational charts, and email lists, sending appropriate mass communication to SD staff as necessary.
Aids in divisional professional development by helping with conference registration as needed, as well as coordinating on campus development opportunities.
Assists in coordinating travel itineraries for VP and staff members as needed and requested.
Assist heads of departments with annual processes related to budget planning, hiring, restricted fund access, performance reviews, salary increases, staff change documentation, budget tracking using Cognos and Vena, etc.
4. Budget: Assist the Vice President in overseeing $4.5 million budget, including salary and operational dollars.
Responsibilities include monthly oversight of general ledgers, collecting and summarizing year-end reports, assisting with year-end budget projections and the establishment of annual budgets.
Oversee and process purchasing requisitions, cash advances, and expense reports in a timely manner.
5. Assessment: Aid in gathering annual goals and mid-year reports from staff members. Present edited and summarized goals in written format. Schedule annual staff performance reviews. Aid in gathering and submitting reviews to Human Resources.
6. Student Scholarships: Coordinate annual scholarship awards, including the President’s Award, Emma C. Johnson Scholarship, and Jon Campbell Scholarship. Scholarship process includes but is not limited to: gathering nominations, determining eligibility of nominees, establishing a reading committee, working with university partners for collective efforts, and notifying scholarship recipients and non-recipients.
7. Other Tasks as Assigned: The role of the EA is fast-paced and integrative, which means he/she may be pulled into various committees, projects, meetings, processes and tasked with items that contribute to the overall mission of the division, including support services to other Deans/Directors within the division.
Character and Skills Qualifications:
Mature, independent worker. Professional, composed. Flexible, works well with multiple tasks at once. Task oriented, able to work with minimum supervision, commitment to Christian Higher Education.
Able to respect and uphold issues of confidentiality with poise, especially related to Cabinet-level information, personnel, budget and student issues.
Excellent interpersonal skills and ability to work effectively and professionally with a wide variety of individuals.
Demonstrates ability to communicate professionally with others in person, by email, and on the phone; specifically displaying excellent written and verbal communication skills with strong editing/proofing skills.
Demonstrates cultural competence and humility with staff, faculty and students alike.
Should demonstrate high energy, inclusive and warm positive personality, and be an effective communicator of the strengths of Biola.
Ability to work well with others and function as a team member.
Able to work independently, managing his/her own workflow, prioritizing projects, and multi-tasking and planning for frequent deadlines.
Ability to exercise good judgment and discretion in job performance with a cheerful, courteous, and helpful attitude.
Excellent computer skills (proficiency in Google Suite, Microsoft Word, Excel, and Powerpoint a must). Ability to use office equipment, copier, fax machine, multi-line telephone.
Can produce digital presentations that are professional, visually attractive, and representative of the division’s excellence (basic graphic design skills preferred, but not required).
Appreciates and can provide levity.
Has the ability to be an extension of VP’s insight/leadership; understands and embraces the vision and mission of the division.
Physical demands/Work environment:
Driving an automobile, van or truck on public roads and highways
Repetitive use of a computer screen, mouse and keyboard
Carrying, lifting, loading/unloading, and setting up for events
Walking across campus (stairs, uphill, etc.) to tend to daily errands, meetings, setup, deliveries, etc.
About Biola University
Biola University's Doctrinal Statement remains the foundational document regarding the theological position of the University. Biola's position from its inception has been and remains Christian, Protestant and theologically conservative. Prospective and existing employees must affirm that their personal theological beliefs are in agreement with the Biola Doctrinal Statement. A prospective or an existing employee's church affiliation will be considered in determining his or her understanding of and compliance with Biola's theological position.
All positions at Biola University require applicants to pass a criminal background check as a condition of employment. This includes a review of any pending charges or convictions. Once a conditional offer of employment is extended, Biola utilizes the services of HireRight, a third-party agency, to conduct a criminal background check. Biola also reserves the right to expand the search if applicable for the position (e.g., a Department of Transportation search for positions that require driving).