Job Description

The Assistant to the Vice President serves as an administrative partner to the Vice President for Inclusion and Belonging. As the primary point of contact for the Office of Inclusion and Belonging, this position provides high-level administrative support, manages complex administrative and operational functions, and facilitates the effective execution of divisional priorities.

The Assistant to the Vice President exercises sound judgment, discretion, and initiative in managing the Vice President's office and advancing the work of the Division of Inclusion and Belonging. This role coordinates communications, oversees administrative operations, manages special projects, and supports committees, councils, and initiatives led by or involving the Vice President. The position requires exceptional organizational skills, attention to detail, professionalism, and the ability to handle highly sensitive and confidential information.

The Assistant to the Vice President also supports the University's inclusion and belonging efforts through the coordination of divisional meetings, programs, events, and other engagements and serves as a key liaison with University leaders, faculty, staff, students, trustees, alumni, and external partners.

JOB DUTIES/RESPONSIBILITIES:

Provides Administrative and Operational Support (50%)

Executive Administrative Support to the Vice President

• Provides high-level administrative support to the Vice President for Inclusion and Belonging, managing executive scheduling, communications, correspondence, travel, and workflow to ensure effective preparation for and fulfillment of institutional and divisional responsibilities. Exercises sound judgment, anticipates needs, manages competing priorities, and ensures timely follow-through on commitments.
• Provides administrative support for the Vice President's Board of Trustees responsibilities and the Board of Trustees Inclusion and Belonging Committee, including meeting preparation, materials, logistics, official records, minutes, and follow-up.
• Serves as a primary administrative liaison between the Vice President and University leadership, faculty, staff, students, trustees, and external constituents, facilitating communication, coordination, and responsiveness.

Administrative and Operational Support to the Division

• Provides administrative and operational support for the Division of Inclusion and Belonging, working closely with the Director of Inclusion and Belonging and Associate Director for Operations to coordinate administrative needs associated with divisional priorities, programs, committees, councils, and networks. Supports office communications, information flow, and administrative coordination necessary for the effective functioning of the Division.
• Supports routine financial and administrative functions, including expense documentation, purchasing card reconciliation, budget monitoring, office resources, and related documentation, coordinating with the Associate Director for Operations and appropriate University offices on processes that intersect with divisional operations.

Plans Meetings, Events, and Executive Engagement Activities (35%)

• Coordinates the planning and logistical execution of meetings, programs, events, campus visits, and engagements hosted or supported by the Vice President and Division of Inclusion and Belonging, including activities associated with divisional committees, councils, networks, and initiatives.
• Works collaboratively with the Vice President, Director of Inclusion and Belonging, Associate Director for Operations, and other designated leads to ensure effective scheduling, preparation, communication, and implementation of meetings, programs, and events while supporting the administrative and logistical needs of their respective areas of responsibility.
• Facilitates readiness for significant meetings, presentations, and engagements by coordinating timelines, materials, communications, and related arrangements for the Vice President and divisional colleagues.

Supports Executive and Divisional Documentation and Records (15%)

• Coordinates the preparation, editing, organization, and distribution of executive and divisional correspondence, reports, presentations, briefing materials, agendas, meeting materials, and other documents supporting the Vice President's institutional responsibilities and the Division's work.
• Maintains organized, accurate, and confidential records and documentation for the Vice President's office and Division of Inclusion and Belonging, supporting effective information management, continuity, and access to essential materials.

SUPERVISION EXERCISED:

No regular supervisory responsibilities. May provide supervision and direction to student employees as assigned.

WORKING CONDITIONS/PHYSICAL EFFORT:

Work is primarily performed in an office setting and involves periods of sedentary work, including computer use. The position requires routine movement between offices and campus locations, as well as occasional standing, walking, bending, lifting, and carrying office supplies, mail, materials, and equipment. Meetings and events may require extended periods of standing and occasional evening or weekend work.

QUALIFICATIONS:

KNOWLEDGE, SKILLS & ABILITIES

• Ability to manage multiple competing priorities, anticipate needs, exercise sound judgment, and work independently with a high degree of accuracy, initiative, and follow-through.
• Strong organizational, planning, and scheduling skills, including the ability to manage complex executive calendars and coordinate meetings, events, and activities involving multiple stakeholders.
• Strong interpersonal, written, and verbal communication skills, with the ability to establish and maintain productive working relationships with a wide range of constituencies in a diverse university community.
• Ability to handle highly confidential and sensitive information with discretion and professionalism.
• Strong attention to detail and ability to draft, edit, proofread, organize, and maintain accurate, professional correspondence, documents, and records.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and other administrative technologies, with the ability to learn and troubleshoot systems as needed.
• Knowledge of office management practices and administrative procedures appropriate to supporting a senior-level office.

EDUCATION & EXPERIENCE:

• High school diploma or equivalent required.
• Bachelor's degree preferred.
• Minimum of four years of progressively responsible administrative experience in a fast-paced environment, preferably in higher education and/or supporting a senior-level executive.

WORK SCHEDULE:

• Full-time; Nonexempt
• Monday-Friday 8:30AM-5:00PM

PAY STRUCTURE:

Grade 6 Hourly ($24.26 to $32.14 per hour)