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Title: Assistant to the Vice Provost of Student Affairs

VP Area: Vice Provost, Student Affairs

Department: Vice Provost, Student Affairs

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: On-campus Position

FLSA Status: Non-Exempt

Employee Classification: Regular full-time (staff 30+ hours)

Hours per week: 40

Months per year: 12

Job Purpose:

The Assistant to the Vice Provost of Student Affairs position develops and maintains strong professional relationships and works collaboratively with a variety of internal and external partners. This position performs a wide range of complex administrative and budgetary duties to primarily support the Vice Provost for Student Affairs and to secondarily aid the Student Affairs Deans, and the Administration and Operations Officer. This position may provide direction and support to other administrative support staff, including the supervision of the office student employees. The work of the Assistant to the VPSA is informed by Gonzaga’s Jesuit Catholic mission and the Student Affairs’ communities of practice.

Essential Functions:

• 50% - Administrative Support
  • Performs a wide range of complex administrative duties requiring independent judgment and initiatives on assignments that are sensitive in nature.
  • Perform complex word processing tasks such as merging and sorting, integrating text and graphics, and helping to generate direct mailings, forms, and other document.
  • Maintains professional and accurate records including confidential reports and information.
  • Schedules appointments, manages calendars, meetings, travel and other events, including procurement of logistical needs for the Vice Provost for Student Affairs, and others.
  • Submits and monitors work orders for office and department members.
  • Maintains and orders supplies for the office and equipment.
  • Oversees the scheduling and reservations for a campus hospitality house by working closely with staff and faculty to coordinate availability for guests.
  • Maintains and updates the Student Affairs On-Call Schedule central calendar.
  • Manages the student listservs and handles the email communication distribution processes for them.
  • Manages departmental operations and correspondence including but not limited to: Scheduling division meetings, reserving rooms including logistics of planning set up and monitoring tear down of departmental events and meetings, Sending Outlook calendar invites, etc. 
• 30% - Customer Service
  • Arrive on time to open and close office for daily operations.
  • Welcome and greet all visitors with pleasant and professional demeanor.
  • Respond and proactively assist with inquiries on a multiline, Zoom phone system and email communication in a timely manner.
  • Proactively works to facilitate communication between visitors and employees within the Division of Student Affairs.
  • Resolves complex and escalated issues.
  • Oversees and assigns work and special projects to student employees.
• 10% - Budgetary Support
  • Prepare, audit and process requisitions, expense reports, invoices, contracts, and credit card statements.
  • Monitoring, reconcile and generate reports on department budget.
• 10% - Other Functions
  • Approves morning mail submissions for graduate and undergraduate editions.
  • Assists individuals with corrections and concerns regarding submissions to Morning Mail.
  • Recruits, hires, trains, schedules, and supervises student employees.
  • Assists in onboarding of new employees to the division including but not limited to adding to division meetings and events, SharePoint and Teams’ sites, etc.
  • Coordinates and maintains divisional memberships with national affiliations.
  • Assists with SeniorFest: Orders senior t-shirts for distribution, works with student employees to input data from the senior survey, sends an influential letter on behalf of the Vice Provost for Student Affairs to faculty who were named in the survey. 

• Additional Duties as Assigned by the Department

Educational Requirement:

Bachelor's Degree or Equivalent Experience

Years of Related Experience Requirement:

4 years

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education. 

Certifications and/or Licensures:

Skills & Abilities:

• Bachelor’s from an accredited institution AND one (1) year budget or accounting experience OR four (4) years’ experience in a progressive office support position including two (2) year’s budget management experience.
• Experience with Microsoft Office, Microsoft 360, SharePoint, Teams, Canva, and Adobe products with competency to:
• Create reports containing graphs and other intermediate functions (e.g., mail mergers, insert table of contents)
• Create spreadsheets with use of formulas such as V-LOOKUP, graphs, pivot tables
• Create slide decks with hyperlinked items
• Add/remove users, access, etc.
• Edit, add/remove content from sites Ability to maintain composure in a fast-paced work environment
• Ability to maintain composure in a fast-paced work environment
• Demonstrated ability to manage competing priorities with frequent interruptions
• Demonstrated ability to operate with a high level of confidentiality and discretion
• Demonstrated ability to accurately input data into various systems
• Excellent verbal and written communication skills necessary to communicate intricate job-related processes to internal and external constituents

Preferred Qualifications:

• Higher Education experience

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Often (50%-75% of time)

Walking - Ability to move about on foot to accomplish tasks: Rarely (1%-49% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)

The budgeted salary range that the University reasonably expects to offer for this position: $58,000 to $60,000

Pay Range:

Minimum Salary (Non-Exempt): 23.27

Midpoint Salary (Non-Exempt): 29.09

Maximum Salary (Non-Exempt): 34.90