Executive Assistant to the Vice President for Student Affairs

Position Title:

Executive Assistant to the Vice President for Student Affairs /

Manager Divion:

Student Affairs Reports To:

Vice President for

Student Affairs FLSA Status:

Non-Exempt Location:

Lane College, Jackson, Tennessee Position Summary:

The Administrative Assistant to the Vice President for Student Affairs and Manager provides high-level administrative support to the Vice President and manages the daily operations of the Division of Student Affairs. This position plays a critical role in supporting the various departments within the Division of Student Affairs, ensuring efficient communication, coordination, and execution of student-centered programs and services that align with Lane College's mission.

Key Responsibilities:

Executive Administrative Support Serve as the primary administrative liaison for the Vice President for Student Affairs. Manage the Vice President's calendar, schedule meetings, and coordinate travel and event logistics. Draft and prepare correspondence, reports, presentations, and meeting materials. Maintain confidentiality and professionalism in all communications and recordkeeping. Office Management Oversee daily operations of the Division of Student Affairs, including supply inventory, equipment maintenance, and workspace organization. Supervise and schedule student workers and interns assigned to the office. Ensure the office environment is welcoming, organized, and responsive to student and staff needs. Maintain filing systems and records in accordance with institutional policies and FERPA guidelines. Division-Wide Departmental Support Provide administrative and logistical support to departments within the Division of Student Affairs, including: Residential Life Student Life Counseling Services Cheerleading and Mascot Program Health Services Student Conduct Assist with coordination of interdepartmental meetings, initiatives, and collaborative events. Support departmental reporting, data collection, and communication efforts. Facilitate cross-departmental scheduling and resource sharing. Event & Program Coordination Assist in planning and executing student affairs programs, workshops, and campus-wide events. Coordinate event logistics including space reservations, catering, materials, and communications. Serve as a point of contact for vendors and external partners supporting student affairs initiatives. Budget & Procurement Monitor and reconcile budgets for the Division of Student Affairs and assist departments with budget tracking. Process purchase orders, invoices, and expense reports in compliance with college financial policies. Maintain records of expenditures and assist with annual budget planning. Communication & Outreach Manage internal and external communications for the Office of Student Affairs. Maintain departmental websites, social media accounts, and digital bulletin boards. Disseminate timely information to students, faculty, and staff regarding student affairs programs and services.

Qualifications:

Required:

Associate's degree or equivalent experience in office administration or related field. Minimum of 3 years of administrative experience, preferably in higher education. Proficiency in Microsoft Office Suite and office management software. Strong organizational, communication, and interpersonal skills. Ability to manage multiple tasks and prioritize effectively.

Preferred:

Bachelor's degree. Experience working in student affairs or student services. Familiarity with student information systems (e.g., Banner, Jenzabar).

Working Conditions:

Full-time, on-campus position. Occasional evening or weekend hours may be required for student events. Fast-paced environment with frequent interaction with students, faculty, and staff.

Lane College Core Values:

This position supports Lane College's commitment to academic excellence, student success, and community engagement. The ideal candidate will embody the College's values of integrity, respect, service, and innovation.