Overview
Executive Assistant to the VP of Student Experience Jobs in Alfred, NY at The State University of New York
Title: Executive Assistant to the VP of Student Experience
Company: The State University of New York
Location: Alfred, NY
Partner with the Vice President and Dean for Student Experience to effectively manage the Student Experience Unit by providing calendar coordination, preparation of materials for Board of Trustee meetings, maintenance of confidential files and information, administrative oversight of Unit budget and periodic support to department leads within the Unit.
Salary/Rate:$18.00 per hour, 35 hours per week
Essential Functions
Drafts, types, edits, or initiates correspondence, such as memos, letters, reports, and meeting minutes. Maintains correct distribution lists for Student Experience Unit members and others to enable effective communication
Initiates and receives phone calls to and from any/all constituencies, representing appropriate information on behalf of the University
Works with the department contacts to reconcile monthly credit card statements. reviews and approves statement information received from the department contacts
Provides administrative oversight of the Unit budget; meets with the Vice President for Student Experience to advise of any issues, research information as requested. Submits invoices for payment and works with suppliers to reconcile questionable invoices
Serves as the primary contact for students requesting emergency financial assistance
Schedules appointments for the Vice President and Dean for Student Experience, includes recurring meetings such as 1:1s and department leads’ staff meetings, athletic events, and social responsibilities
Prepares required Travel Authorization and Advance forms; makes travel arrangements for the Vice President and Dean for Student Experience, including transportation, hotel reservations, and conference registration fees, as necessary. Assist others in making travel arrangements, as needed. Prepares and submits the required Travel Expense Report form
Drafts agendas for department leads’ staff meetings and compiles materials for the meetings, participates in the meetings, takes/prepares/distributes minutes, and tracks action items
Organizes and facilitates the organization of new staff within the Student Experience Unit, including staff development and Unit retreats. This includes room reservations and set-up, travel arrangements, meeting supplies/-equipment needs, and meal accommodations. Participates in meetings and is responsible for taking/preparing/distributing minutes
Prepares agenda and supporting materials for the Board of Trustees, including information for binders, and serves as minutes recorder for the Student Experience Committee. Tracks the status of actions to be taken and reminds Vice President and Dean for Student Experience
Maintains a working knowledge of the University organization (reporting lines and general responsibilities) necessary for responding to public inquiries. Prepares and maintains the Unit organizational chart
Maintains confidential personnel files on active administrators, technical specialists, coaches and support staff in the Student Experience Unit, including salary information, hiring forms and contract letters; copies evaluations for the files and remits originals to Human Resources
Serves as first point of contact for all internal and external constituents including families and village community members. Works to smooth, diffuse, and resolve situations. Must react appropriately in spontaneous office situations dealing with distressed students and families
Assists in emergencies involving students and families as requested, includi…
