The Administrative Assistant to the Vice President for Student Life (VPSL) & Dean of Students serves as liaison and acts on behalf of the office in regular dealings with people within and outside the College concerning a variety of issues. Provides overall office management and administrative support to the Vice President for Student Life & Dean of Students, and to staff within the division of Student Life, with a minimum of supervision; requires a professional manner, ability to maintain confidentiality, and to set priorities.
Duties and Responsibilites:
Perform routine office support activities including photocopying & filing; creating/completing forms; opening, screening, sorting and delivering mail; ordering and maintaining supplies. Establish and maintain filing and records system.
Must be able to work on multiple projects, meet specific deadlines, and to handle a high volume of administrative tasks.
Greet visitors, answer and screen telephone calls. Assess nature of business and provide assistance or make appropriate referral. Represent the Division of Student Life and the College to visitors.
Maintain schedule of the VPSL & Dean of Students.
Assist with project management of key projects throughout the year as determined by the VPSL & Dean of Students.
Assist with staff searches, as needed, within the division.
Format, keyboard, edit, and proofread correspondence, manuscripts, reports, and other material. Assemble attachments and corresponding material and review for completeness and correctness prior to distribution.
Gather, compile, organize, and manipulate data to create reports or summaries.
Coordinate and monitor budget and accounts. Research and reconcile discrepancies.
Prepare reimbursements, check requests, purchase requisitions, maintenance requests and invoices to forward to appropriate parties.
Coordinate use of facilities as needed, including meeting times and locations, catering services, special equipment and materials.
Assist with a variety of public relations activities, including placement of advertisements, administrative support for the production and distribution of posters, announcements, brochures, and invitations.
Construct and maintain databases.
Train and direct student workers.
Other duties as assigned.
Skills and Abilities:
Proficiency in working in a Windows environment, particularly in the use of Word, Excel, & Power Point. Must be comfortable and proficient working in a virtual environment with the use of Microsoft Teams and Zoom. Facility with electronic mail, Internet and other software packages.
Demonstrated ability to work with a diverse population with tact, diplomacy, discretion, and confidentiality.
Willingness to work as a team player. Excellent interpersonal and communication skills.
Well-developed organizational skills.
Proven ability to exercise good independent judgment. Excellent problem-solving skills.
Extraordinary attention to detail, precision and accuracy.
Ability to define problems, collect information, and draw appropriate conclusions.
Excellent time management skills. Ability to set priorities.
Knowledge of English grammar, spelling and punctuation.
Good typing skills.
A minimum of 3 to 5 years of experience in an office or business setting, including at least one year in a principal or lead role.
Experience working in a college or university setting preferred.
References must indicate a record of excellent attendance, diligent performance, accuracy and attention to detail, and ability to prioritize and organize work.
The position has supervisory duties.
Application Instructions Apply for this job at https://washjeff.applicantpro.com/jobs/. Please submit a cover letter and resume. It is recommended that all documents be in PDF format and uploaded at one time. Review of applications will begin immediately.
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.
Washington & Jefferson is a private liberal arts and sciences college located 30 miles south of Pittsburgh, Pennsylvania. Our dedicated, experienced professors are passionate about teaching and work closely with our students to ensure that they receive a quality, comprehensive education. Our entire community is focused on student success. To that end we offer an On-Time Graduation Guarantee, opportunities to study all over the world through our Magellan Project and a committed staff of career counseling experts. For more than 200 years, our alumni have been influencing change in business, politics, the arts and sciences as CEOs, lawyers, state representatives, doctors, researchers, writers and teachers, and in many other equally worthy professions.