Administrative Assistant to the VP for Student Life and Dean of Students

Job title: Administrative Assistant to the VP for Student Life and Dean of Students

Posting Details

Position Information

Posting Number S000988

Position Title Administrative Assistant to the VP for Student Life and Dean of Students

Department Student Affairs

Division Student Affairs

Supervisor Title Vice President for Student Life & Dean of Students

Status Full Time Regular

Salary Range $24 - $25 per hour

Position Summary

The Administrative Assistant provides high-level, proactive administrative support to the Vice President for Student Life and Dean of Students. The position supports the effective operation of the Vice President’s office by managing complex scheduling and priorities, coordinating meetings and communications, preparing materials, tracking projects and follow-up items, and supporting key divisional and institutional activities.

The Administrative Assistant serves as an important liaison between the Vice President’s office and students, families, faculty, staff, senior leadership, and external constituents. The position requires strong judgment, discretion, organization, initiative, and the ability to anticipate needs and manage multiple priorities in a fast-paced environment.

Occasional early morning, evening, or weekend work may be required to support key institutional activities, Board meetings, major Student Life events, or emergency situations.

Description of Key Responsibilities

• Provide proactive administrative support to the Vice President for Student Life and Dean of Students, anticipating needs and supporting the effective organization, coordination, and execution of priorities within the Vice President’s office.
• Manage the Vice President’s calendar, scheduling, and meeting preparation, coordinating complex priorities, preparing agendas and background materials, attending designated meetings to capture key information as appropriate, and tracking key decisions, commitments, and follow-up.
• Coordinate executive and divisional communications, including preparing routine correspondence, managing designated office email accounts and communication channels, coordinating communications, maintaining appropriate records, and supporting timely and consistent information flow.
• Support the preparation of executive and divisional reports, presentations, briefings, and other materials by coordinating information and data collection, organizing and synthesizing content, and preparing materials for the Vice President’s review and use.
• Support the coordination and tracking of divisional and institutional priorities and projects, maintaining appropriate documentation, timelines, and follow-up and helping provide the Vice President with clear administrative sightlines regarding progress and upcoming deadlines.
• Coordinate administrative support for executive, divisional, and institutional activities, including Board and Cabinet-related materials and follow-up, divisional leadership meetings, retreats, searches, onboarding, and other key activities involving the Vice President or division.
• Support the effective daily operation of the Vice President’s office, including coordination of front office services and the selection, training, scheduling, supervision, and coordination of student employees and other designated administrative support staff assigned to the office. Serve as a primary administrative point of contact and help ensure a professional, responsive, and welcoming experience for students, families, faculty, staff, and other constituents.
• Provide administrative and system support for Student Life processes managed through Maxient and other designated systems, helping to ensure effective workflow, accurate documentation, and appropriate coordination with responsible Student Life staff.
• Provide administrative support for divisional budget and financial processes, including maintaining and tracking financial information, preparing routine reports and documentation, and supporting the Vice President in monitoring divisional expenditures and budget activity.
• Maintain effective administrative systems and processes and handle confidential and sensitive information with a high degree of discretion, sound judgment, attention to detail, and appropriate adherence to College policies. Perform other related duties as appropriately assigned.

Required Knowledge, Skills and Abilities

Excellent service is critical to the success of any organization that deals with customers. Strong customer service skills can build retention and visibility as NC strives to distinguish itself from its competitors. An individual in this position must possess the proficiency, wherewithal and knowledge of principles and processes for providing high-quality customer and personal services to both internal and external customers of the College.

• Demonstrated ability to provide proactive administrative support, anticipate needs, manage competing priorities, and work effectively with minimal supervision.
• Excellent organizational and time-management skills, with the ability to manage multiple activities, monitor progress, meet deadlines, and maintain strong attention to detail.
• Excellent written and verbal communication skills and the ability to draft, organize, synthesize, and professionally present information for executive review and use.
• Strong interpersonal and customer-service skills and the ability to interact professionally and sensitively with students, families, faculty, staff, senior leaders, trustees, and external constituents.
• Demonstrated judgment and discretion in handling confidential and sensitive student, personnel, financial, and institutional information.
• Ability to compile, organize, summarize, and report information and data accurately, concisely, and in a professionally formatted manner.
• Proficiency with contemporary office technology, administrative systems, and productivity tools, with the ability and willingness to learn new systems and identify opportunities to improve administrative processes.
• Ability to coordinate projects, meetings, communications, and follow-up across multiple individuals and areas while maintaining appropriate records and documentation.
• Ability to supervise, train, schedule, and provide direction and feedback to student employees and coordinate other designated administrative support staff assigned to the office.
• Ability to work collaboratively and effectively with individuals from a wide variety of backgrounds and contribute to a professional, welcoming, and service-oriented environment.

Distinguishing Characteristics

The Administrative Assistant serves as a trusted administrative partner to the Vice President for Student Life and Dean of Students and plays a central role in ensuring the effective organization and coordination of the Vice President’s office. The position requires the ability to anticipate administrative needs, manage competing priorities, maintain appropriate follow-through, and support the Vice President in staying prepared and informed.

The Administrative Assistant regularly handles confidential and sensitive information and must exercise sound judgment and discretion. The individual must be highly organized, attentive to detail, comfortable working independently, and able to develop effective systems that support calendar management, meeting preparation, communication, project coordination, and divisional operations.

Because the Vice President’s office frequently serves as a point of connection for students, families, faculty, staff, senior leaders, and other constituents, the Administrative Assistant must also demonstrate excellent interpersonal skills and a service-oriented approach.

Education/Training

Education/Training: Bachelor’s degree required. In lieu of a degree, a minimum of five years of progressively responsible executive-level administrative support experience may be considered.

Experience

• Experience: Three years of experience supporting a senior executive in a fast-paced professional setting is preferred. Higher education experience is preferred but not required. Demonstrated experience managing complex schedules, projects, communications, confidential information, and administrative processes with minimal oversight is preferred.

• Licenses or Certifications

• Is This a Temporary Position?

• No

• Employment Conditions

• An offer of employment is contingent upon successful completion of the College’s background screening process.

• Number of Vacancies

• 1

• Posting Detail Information

• EEO Statement

• North Central College is an Equal Opportunity Employer committed to increasing the diversity of our workforce. NCC provides reasonable accommodation to applicants with disabilities where appropriate. If you need reasonable accommodation