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.