Executive Assistant to the Vice President for Student Affairs

To provide comprehensive administrative support for the Vice President of Student Affairs in the promotion of the University and Division programs, policies, services and daily operations. This position supports the Vice President for Student Affairs with overall goals related to efficient and effective office management and communication with various departments within the Division of Student Affairs, the Board of Trustees, and the university community. The administrative support efforts advance the mission of Student Affairs and the University contributing to student success.

Work Location: Both Doheny Campus (Downtown Los Angeles) and Chalon Campus (West Los Angeles)

Start Date: Immediately

Applications Deadline: Open until filled

Annual Salary Rate Range: $75,000.00 - $85,000.00

Monthly Salary Rate Range: $6,250.00 - $7,083.33

Hiring salary can be above the posted pay range if candidate's qualifications are determined to be above the minimum requirements of the position description.

Duties and Responsibilities:

1. Calendar Management: Responsible for all calendar scheduling for the Vice President for Student Affairs, both in person and virtual, including individual meetings, committee meetings, and other appointments. Includes coordinating conference attendance and booking travel/creating itineraries. Ensures the Vice President is kept abreast of all upcoming meetings and arrives with all corresponding materials in a timely fashion. Ensures the Vice President is kept abreast of upcoming deadlines and manages a shared task list.
2. Communication Management: Reviews and edits the VPSA correspondence, drafts, and manages correspondence and communications to several audiences (students, faculty, staff, community partners, administration and trustees). Screens calls and visitors to the vice president's office, answering inquiries, conducting research and responding to requests for information. Serve as a liaison between Vice President and other departments on all assigned administrative matters. Tracks, anticipates, and prepares for upcoming deadlines, events, and agenda items that require action by the VPSA.
3. Administrative Support: Provide comprehensive general office management. Tracks, anticipates, and prepares for upcoming deadlines, events, and agenda items that require action by the Vice President. Coordinates meeting logistics and correspondence for assigned committees, and task force groups. Compiles reports, creates meeting materials and coordinates event logistics. Organizes and coordinates operations for the division including but not limited to staff distribution lists, organizational charts, event management, maintenance of records and other documentation. Coordinates meetings and correspondence for the VPSA as well as the Board of Trustees Student Life Committee.
4. Budget: Assumes major responsibility, in partnership with the VPSA, for the development of the annual budget for the Division of Student Affairs. Works with budget managers to prepare annual budget, assuring overall fiscal soundness. Serves as the primary liaison with the controller in the finalization of the budget, resolving issues and managing the details needed for the finalization of the budget.
5. Finance: Assists in overall accuracy and time management in the budgeting process, ensure accuracy in divisional budget request submissions to the budgeting office. Maintain accurate records (tracking and reconciliation) of purchases for budgets under the Vice President's direct control, as assigned. Responsible for payroll functions, accurate and timely entry and completion of direct pays. Oversee timely invoice submission to the accounts payable office. May have approval authority with budget responsibility as assigned by the vice president.
6. Office Management: Oversees office operations and communications for two Student Affairs offices working with staff and students to ensure consistent high quality service, recommended methods for improvement of procedures, consistency of image and brand and coordination of departmental functions.
7. Discretion: Exercise considerable judgement, discretion and confidentiality in assisting the Vice President with all work responsibilities. Performs complex and confidential duties relating to student or personnel issues; maintains confidential and sensitive information. Addresses questions and concerns from multiple constituencies and exercises independent judgement in relation to a wide variety of student life issues.
8. Project Management: Participates in and supports timely completion of projects for the Vice President or her designee as assigned. May include compiling comprehensive reports for a variety of constituents across the university (e.g., Strategic Plans, SA Administrative Data Reports).
9. University Sponsored Activities: Assures Student Affairs support and/or assists with the execution of a variety of collaborative programs (e.g., Commencement) activities.
10. Strategic Plan: Works with the Vice President to assure the Division's contribution to the overall institutional strategic plan success. Assures the tracking of strategic initiatives accomplishments that are under the Division of Student Affairs.

Other Duties and Responsibilities:

1. Ability to foster positive relationships for the Division with its many internal and external constituents.
2. Represent the Division on assigned Committees, staffs the Student Affairs Leadership Team, Board of Trustee Student Life Committee and ad hoc committees as assigned.
3. Performs other job-related duties as assigned

Job Requirements:
Knowledge (Required):

• Strong working knowledge of an office environment, policies, procedures and standard office equipment
• Demonstrated working knowledge of supervisory/management principles and office management/operations
• Strong knowledge of budget planning, development, and management
• Strong working knowledge of an office environment, policies, procedures and standard office equipment
• Solid working knowledge of computers and various current software applications (e.g., Microsoft 365, including Word, Excel, Teams and PowerPoint, Zoom)
• Basic knowledge of higher education and student development desired

Abilities and Skills (Required):

• Effectively organize, prioritize and handle multiple tasks to meet established deadlines. Understanding of and sensitivity to, a university environment and students' needs. Build rapport and communicate/work effectively with diverse populations with an inclusive excellence lens
• Ability to respond to individuals in distress
• Analytical, detail-oriented, accurate, creative and flexible
• Extract desired database information and format into concise reports
• Exercise sound judgment and quick decision-making
• Strong organization and prioritization, customer service, oral/written communication, basic mathematics, monitoring of budgets, negotiation, problem solving, interpersonal, public relations and supervisory skills

Education:

• Bachelor's degree in Counseling, Communications, Psychology, Education, Screen Writing, Business, or other related field preferred
• Veteran or Military professional experience or training in administration, human service delivery, and compliance. (e.g., Administrative Assistant, Senior Office Manager, Health Care Front Office Management)

Experience:

• Minimum of three years of previous experience in a diverse office environment required. Experience in working in a higher education, preferred.

Additional Information:
Mount Saint Mary's University's commitment to equity, diversity and justice (EDJ) is steeped in the tradition and legacy of the Sisters of St. Joseph of Carondelet (CSJ), our Catholic identity, mission and values. We are unwavering in our pursuit of inclusion, belonging and antiracism. We aspire to achieve our love of dear neighbor without distinction, which permeates all forms of social identities and human experiences.

We honor and celebrate our similarities and differences. We are committed to the full inclusion of the entire Mount community. Due to historical legacies of exclusion, we offer particular care for underrepresented populations. We define diversity in the broadest sense, including but not limited to, age, differences in culture, citizenship status, disability, family status, gender, gender expression, gender identity, generational history, genetic information, geographic origin, language, political perspectives, mental and physical ability, military service, national origin, race and ethnicity, religion, sexual orientation, size and socioeconomic class.

Welcoming individuals from a variety of backgrounds improves and enriches our learning, living and working environments. Any breach of these values harms our community. Mount Saint Mary's University transforms its culture through the radical pursuit of institutionalized change. We strive for a campus where students, staff, faculty, alumnae and all whom we encounter feel welcomed, valued and are supported to reach their full potential.

As we pursue our never-ending journey toward a more equitable, inclusive and antiracist campus in our richly diverse community, we welcome you.


To apply, visit http://msmu.interviewexchange.com/jobofferdetails.jsp?JOBID=180429





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