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Inside Higher Ed · 1 week ago

Administrative Assistant to the Associate Vice President for Student and Financial Support Services

Frederick, MD

Full-time

Hybrid

Entry Level

$32.47/hr - $35.72/hr

2+ years exp

Inside Higher Ed is seeking an Administrative Assistant to the Associate Vice President for Student and Financial Support Services. The role involves providing high-level administrative support, maintaining confidentiality, and managing various tasks to ensure the smooth operation of the office while supporting student initiatives.

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Responsibilities

Serve as a confidential assistant to the Associate Vice President for Student and Financial Support Services (AVPSFSS)

Coordinate and manage the calendar for the AVPSFSS including scheduled meetings, events, conferences, and one-on-ones with direct reports and other activities with particular attention to preparation, logistics, and briefings

Make travel arrangements (flights, hotel, conference registrations), and prepare travel itineraries and expense reports

Attend meetings, draft presentations, record and disseminate minutes, and prepare correspondence and other materials supporting initiatives

Monitor budgets, including tracking and maintaining expenditures, reconciling accounts, providing reports, preparing purchase orders, vouchers, and budget transfers

Develop and maintain systems to support the AVPSFSS office and automation of processes using electric forms and software packages. Maintain appropriate information, document storage, and retrieval systems

Act as a primary point of contact for the AVPSFSS office, handling inquiries with professionalism, understanding the significance of confidentiality, and providing appropriate support

Monitor correspondence from community members, both internal and external, regarding questions and clarifications

Assist in managing and supporting special projects, including conducting research, gathering data, performing comprehensive analyses, and managing databases to ensure accurate and efficient project execution

Track milestones and deadlines for projects related to compliance and student support, ensuring that all tasks are completed on time and in alignment with institutional goals. Support the review and revision of policies and procedures assigned to the AVPSFSS, ensuring they are up-to-date and aligned with federal, state, and institutional regulations

Assist in organizing documentation for audits and compliance reviews, ensuring readiness and thoroughness without needing to be a subject matter expert

Engage in professional development to enhance skills in administrative support, confidentiality, and understanding the broader context of the AVPSFSS’s responsibilities

Participate in relevant training sessions to improve abilities in managing sensitive information and supporting compliance-related tasks