Job Opportunities

Job Details:

Job Title: Executive Assistant, Student Services

Organization/School: Thaddeus Stevens College

Job Type: Full-Time

Job Description: Description
The Executive Assistant will report directly to the Vice President of Student Services and will be responsible for managing the policies, procedures, and workflow of the Office of Student Services and Athletics. This position organizes all department events and projects that support Athletics, Residence Life, Health Services Dining Services, and student Activities/Organizations in coordination with other staff members in the Department. Significant experience with Microsoft Office Suite, including Excel, Word and other software is critical to manage office communications with internal and external customers. Data management skills are critical specifically for maintaining Athletic eligibility, student conduct, and mandated reporting requirements.

Examples of Duties
Essential Duties and Responsibilities:

Perform related duties as assigned by supervisor
Maintain compliance with all College policies and procedures
Communicate effectively, orally and in writing, with a wide range of constituents
Manage department operational procedures and policies and make recommendations for improvement
Measure student satisfaction with the department’s services by conducting research, analyzing data, and making subsequent recommendations for improvement
Generate and maintain regular internal campus-wide communications, including maintaining the campus calendar and generating weekly email bulletins
Research new technologies for implementation within the department
Maintain student portal pages related to Student Services and Athletics
Maintain the message boards and produce weekly newsletter to market campus events
Draft professional letters, presentations, reports and other documents for the department
Maintain and organize data and submit federally mandated reports as required for the department
Manage the department’s budget process, generate and process purchase orders, and maintain accurate records of expenses/revenues within the department
Manage the implementation of strategic assessment and planning process for Student Services/Athletics under the direction of the Vice President
Serve as a liaison between the Vice President and athletic coaches, student clubs/organizations and their advisors, student government, students, faculty and staff
Manage administrative duties related to intercollegiate athletics, including federal reporting (EADA), athlete eligibility, rosters, season schedules/competitions, travel, expenses, and other related responsibilities
Maintain data related to the Student Services Department in the College’s student information system and run customized reports as needed. Data input areas include athletic participation, student violation incidents, emergency contact information, and required student forms.
*Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Other Duties and Responsibilities:
Manage administrative duties associated with planning and implementing major annual projects including New Student Orientation (including the online orientation course) and the Student Handbook
Oversee the planning and implementation of major annual events within Student Services/Athletics, including Hall of Fame Banquet, Athletic Awards Program, Stevens Birthday week, and others
Assist other departments with project planning and organization as needed
Attend student events during the regular work schedule, and assist as needed

Supervisory Responsibilities:
Oversee the daily workflow of the department and student workers
Contribute to the hiring of and manages the workflow of student workers/interns
Plan, monitor, and appraise job results
Conduct training of student workers/interns
Accomplish department objectives by supervising student workers/interns, and by organizing and monitoring work processes
Contribute to team effort by accomplishing related results as needed
Implement and enforce systems, policies, and procedures.

Typical Qualifications
Required Knowledge, Skills, and/or Abilities:

Encourage and contribute to a positive and engaging work environment
Analyze situations accurately and adopt an effective course of action.
Assemble diverse data and prepare reports.
Communicate effectively both orally and in writing.
Compose difficult correspondence and reports independently. Coordinate special events.
Deal with constant interruptions.
Effectively relieves the manager of routine administrative details.
Establish and maintain effective working relationships with others.
Interpersonal skills using tact, diplomacy, and courtesy.
Interpret and apply campus rules and policies. Interpret local, state, and federal regulations.
Maintain composure during stressful and urgent situations.
Excellent computer proficiency, including MS Office (Word, Excel, Outlook, PowerPoint), Adobe Suite, Student Information System (Jenzabar, Ellucian)
Excellent skills using web-based research and software platforms
Excellent interpersonal and customer service skills
Excellent organizational skills and attention to detail
Excellent time management skills with a proven ability to meet deadlines.
Strong analytical and problem-solving skills
Ability to prioritize multiple tasks
Ability to function well in a high-paced and at times stressful environment
Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
Ability to work independently and to carry out assignments to completion while seeking direction and collaboration when appropriate
Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff

Education and/or Work Experience Requirements:
Associate’s Degree required; Bachelor’s Degree preferred, 3-5 years’ experience in higher education
Supplemental Information
Work Environment and/or Physical Demands:

Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
Conditions may require walking, stooping, climbing, pushing, pulling, heavy lifting (less than or equal to 50 pounds), high climbing, bending, working in awkward positions handling equipment and materials.
Must be able to talk, listen and speak clearly on telephone
Prolonged periods of sitting at a desk and working on a computer
The noise level in the work environment is usually low to moderate

Required Training and Other Conditions of Employment:
Training in NJCAA regulations and Ellucian are required and other related training for position may be expected.
Evening and weekend hours may occasionally be required to support events and situations related to student concerns.

Website: https://www.stevenscollege.edu/

Start Date: 12/1/24

Application Deadline:

Application URL: https://www.schooljobs.com/careers/stevenscollege/jobs/4689216/executive-assistant-student-services?pagetype=jobOpportunitiesJobs

How to Apply: Please visit our website to apply directly to the position.

Contact Information:

Heather Burky
Thaddeus Stevens College

750 E King Street

Lancaster, PA 17602

(717) 391-6935
humanresources@stevenscollege.edu