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Job no: 492510
Work type: Non-Exempt Staff
Location: Gambier, OH
Kenyon College is conducting a search for a qualified candidate to serve in the position of Executive Assistant to the Vice President for Student Affairs and Dean of Students. Reporting to the Vice President for Student Affairs (VPSA), and to the Dean of Students (DOS), the Executive Assistant provides essential support for the smooth, effective and efficient functioning of the Division of Student Affairs. The Executive Assistant has primary responsibility for coordinating the VPSA and DOS calendars, supporting the work of the Student Affairs Leadership Team, managing budgets, administering meeting and event logistics, and maintaining essential record-keeping. This is a full-time, 11-month position, with one month off from June 15 to July 15. The hourly rate of pay is $16.13.
Administer student withdrawal process and maintain records of students who are on leave from the College, including drafting letters for the DOS and communicating with other offices on campus (e.g. Registrar, Residential Life, Business Office, Academic Advising, and Financial Aid).
Monitor VPSA budgets, including proper assignment of office expenses and reconciliation of P-Card statements. Track spending of endowed funds under the purview of the VPSA and DOS.
Coordinate administrative searches for those positions reporting to the VPSA and DOS, including crafting schedules, arranging campus visits and travel, and communicating with candidates.
Organize annual meetings for the Division of Student Affairs and Leadership Team retreats, including reserving rooms and accommodations, coordinating travel, ordering food and supplies, overseeing budgets, and managing attendance.
Support the Dean of Students’ Case Management system, by compiling data gathered on students of concern.
Create and maintain communication logs for student and parent concerns when complaints occur and major campus issues arise, and communicate accordingly with the Office of the President and the Office of Alumni and Parent Engagement.
Maintain and update the website for the Division of Student Affairs, in coordination with the Office of Communications and other offices as needed.
Support the effective operation of the Kenyon Emergency Preparedness Team (KEPT), including scheduling meetings and maintaining supplies.
Prepare and distribute student illness notifications to faculty members.
Take summary minutes for the Student Affairs Leadership team, Deans and Directors, Student Affairs Committee of the Board of Trustees, and other meetings as needed.
Answer phone for the Office of the VPSA and DOS, provide information to various College constituents and direct calls accordingly.
Prepare dean certification letters for graduate school programs.
Order office supplies and ensure maintenance of copiers, printers, and other office equipment.
Perform general office duties as needed.
Knowledge, Skills & Abilities
Have outstanding, meticulously detailed organizational skills
Demonstrate excellent judgment, and treat with discretion highly confidential student information
Be able to anticipate the needs of the VPSA and DOS, and take initiative to ensure their time is used wisely and efficiently, including as a “gatekeeper” when necessary
Manage multiple projects simultaneously, prioritizing time to accomplish assignments
Exhibit motivation and adaptability to change
Demonstrate high comfort and familiarity with various Google technologies (email, calendar, docs, forms, etc.), and a facility with Banner, Advocate, BoardMax and other electronic file software
Be extremely dependable and able to work well as part of a collaborative team
Serve as a knowledgeable and sensitive resource for College constituents, especially students and parents
Have excellent written, oral and listening skills
Exhibit a sense of humor and the ability to withstand stressful situations
Work is generally performed in the office environment. The ability to walk around campus, lift items weighing 30 pounds or less and move tables and chairs when necessary for events is necessary. Very occasional evening and weekend hours may be required.
Two year college degree or more, with five years of experience as an administrative assistant. Experience in managing calendars, planning meetings and maintaining budgets. Ability to work collaboratively in a highly collegial environment. Willingness to work very occasional weekends and evenings. Previous experience with Kenyon or college-aged students desirable.
Kenyon College is an Equal Opportunity Employer. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law.
Advertised: 30 Apr 2018 Eastern Daylight Time
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