POSITION SUMMARY Vanguard University is seeking a highly organized and detail-oriented Part-Time Administrative Assistant to support the Division of Student Development. Reporting to Student Development senior leadership, this position provides administrative support to senior-level leaders within the division. The Administrative Assistant will be responsible for tasks such as expense reconciliation, meeting and event coordination, front desk and switchboard support, payroll-related forms, and divisional communication. The ideal candidate will demonstrate professionalism, efficiency, strong communication skills, and a commitment to the university's Christian mission and values. POSITION DUTIES - Front Desk & Switchboard Management
- Serve as the first point of contact for the Division of Student Development calls, answering basic questions and troubleshooting before forwarding them to the appropriate staff.
- Provide front desk support, greeting visitors, answer general emails, and directing inquiries.
- Offer assistance to students, faculty, and staff by answering questions and providing resources related to Student Development.
- Financial & Administrative Support
- Assist with P-Card reconciliation, ensuring all documentation is accurate and submitted on time.
- Process sick and vacation approvals and communicate time-off updates as needed.
- Handle payroll-related forms, including payroll change notices and stipend request form (ensuring correct documentation is submitted for approvals).
- Maintain and update office records, databases, filing systems, and student records in compliance with FERPA and university policy.
- Assist senior leadership with special projects and administrative tasks as assigned by the Director of Operations.
- Meeting & Event Coordination
- Schedule and manage calendar invites, room reservations, and catering requests for division meetings and events.
- Provide logistical support for Student Development events and programs, including scheduling, setup, and communication.
- Coordinate division events using a shared calendar with the Director of Operations to ensure accurate updates and necessary edits.
- Communication & Outreach
- Assist with general communication, including drafting emails, PowerPoints, reports, and announcements for the Division of Student Development.
- Gather input for the division newsletter, format it, and submit it for final review before distribution.
- Maintain and update departmental materials, including flyers, newsletters, and website content as needed.
SKILLS & QUALIFICATIONS Required - High school diploma or equivalent.
- Strong organizational and time-management skills, with the ability to manage multiple priorities.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Ability to handle confidential information with professionalism and discretion.
- Strong customer service skills with a professional, welcoming, and helpful demeanor.
- Ability to work independently and collaboratively in a fast-paced environment.
- Commitment to the Christian mission and values of Vanguard University.
Preferred - Associate or bachelor's degree in a related field.
- Previous experience providing administrative or office support.
- Experience working in a higher education environment, particularly in student services or a related department.
SALARY This is a non-exempt, part-time position (20 hours per week). Expected Pay Range is: $23.00 - $25.00 per hour. Compensation is commensurate with experience and qualifications.
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