Executive Coordinator to the Vice President of Student Affairs

Executive Coordinator to the Vice President of Student Affairs
Position Summary
The Executive Coordinator provides high-level administrative and strategic operational support to the Vice President of Student Affairs. This role manages daily office operations and serves as the primary, high-impact point of contact for students, parents, faculty, and staff. A critical function of this position is acting as the first line of engagement for student issues, utilizing triage, crisis-de-escalation, and collaborative problem-solving to direct students to vital campus resources.
Key Responsibilities
Student Engagement & Triage

• First-Line Response : Serve as the primary point of contact for students navigating complex academic, personal, or financial hardships.
• Issue Triage : Assess the urgency of student concerns swiftly to determine appropriate pathways for resolution.
• Resource Navigation : Connect students directly to campus partners like counseling, financial aid, housing, and academic advising.
• Collaborative Resolution : Partner with the appropriate offices and behavioral intervention teams to support students in distress.
• Advocacy & Support : Provide a welcoming, empathetic, and confidential environment for students seeking guidance.

Office Operations & Executive Support

• Calendar Management : Control the Vice President’s complex schedule, prioritizing high-stakes meetings and institutional deadlines.
• Daily Operations : Oversee physical and digital office workflows, mail distribution, and inventory supply management.
• Communications Support : Draft, review, and edit sensitive correspondence, executive summaries, and division-wide announcements.
• Budget Support : Monitor office expenditures, process expense reports, and assist with annual divisional budget tracking.
• Visitor Reception : Welcome college leadership, trustees, donors, and external community stakeholders.

Project Coordination & Committee Support

• Meeting Logistics : Prepare agendas, record detailed minutes, and track action items for leadership team meetings.
• Event Planning : Coordinate logistics for division-wide events, student leadership recognition ceremonies, and town halls.
• Data Management : Maintain secure student records and database systems in strict compliance with FERPA regulations.
• Special Projects : Research student affairs trends and compile data reports to support strategic planning initiatives.

Qualifications
Required Education & Experience

• Degree : Bachelor’s degree from an accredited institution.
• Experience : Three to five years of progressive administrative experience, preferably within higher education.

Knowledge, Skills, and Abilities

• Student-Centric Focus : Deep empathy for diverse student populations and a strong commitment to student success.
• Crisis Management : Ability to remain calm, professional, and decisive during high-stress or sensitive student situations.
• Communication : Exceptional verbal, written, and active listening skills.
• Collaboration : Proven success building relationships across various university departments.
• Discretion : Absolute commitment to maintaining strict confidentiality regarding student records and personnel matters.
• Tech Savvy : Proficiency with higher education systems (e.g., Jenzabar, Canvas, Maxient) and standard office software.

Application Process: All qualified candidates must submit a cover letter, resume, TC application, copy of transcript and submit at least 3 professional references to the email address of [email protected] . Official transcript will be required if hired for the position.