Senior Administrative Assistant, Student Affairs

Job Summary:

Serve as the Senior Administrative Assistant to the Associate Vice President of Student Affairs/Dean of Students and the Student Affairs division assisting with management of the day-to-day operations 

Essential Functions:

Mission, Culture & Leadership

• Model Alvernia’s Franciscan values through compassionate service, ethical leadership, and commitment to fostering a welcoming and respectful community for all.
• Cultivate a culture that prioritizes transparency, accessibility, and proactive communication.

Provide support to the AVP of Student Affairs/Dean of Students. 

• Provide frontline assistance to internal and external groups, including answering inquiries, responding to requests, scheduling meetings, processing paperwork, and ensuring a professional office environment. 
• Assist the Associate Vice President with maintaining calendar and scheduling meetings 
• Process invoices from divisional expenses for payment. 
• Process expense reports and credit card reconciliations. 

Monitor the budgets of all offices within the Student Affairs division and provide reporting. 

• Track divisional expenses and ensure accuracy of budget records. 
• Prepare and provide monthly budget reports to the Associate Vice President of Student Affairs/Dean of Students. 
• Assist with forecasting and monitoring spending against budget allocations. 
• Oversee deposits to Business Office and Bank 

Support needs of Student Affairs division 

• Triage student and family concerns to appropriate offices 
• Order and maintain inventory for office supplies for the Student Affairs Division. 
• Assist with booking rooms and catering as necessary for meetings and events 
• Assist Student Affairs offices with student and family communication during high volume times such as Connection Days, First Year Housing Assignments, New Student Orientation, Housing Selection and Commencement 

Oversee required student paperwork for items such as: 

• Student Travel 
• Medical Leave of Absence 
• Release from Housing Appeals 
• Conduct Certification Forms 

Professional Development, Customer Service & Representation

• Lead or contribute to internal training and professional development initiatives that enhance compliance, service excellence, communication, and inclusive practices across the organization.
• Promote a high standard of customer service by modeling responsive, solutions-oriented interactions with students, clients, colleagues, and external partners.
• Serve as a positive ambassador for the organization by communicating its mission, values, and offerings effectively to internal and external audiences.
• Represent the university at recruitment and outreach events, including open houses, orientations, and community engagement programs.

Other Responsibilities

• Perform additional duties, as assigned to support departmental and organizational needs.

Qualifications/Education:

• Commitment to the organization’s mission, values, and service-oriented culture.
• Minimum 3–5 years’ experience as an executive assistant or similar role. 
• High-level proficiency in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and other software.
• Strong analytical skills with the ability to interpret data, evaluate processes, and implement improvements.
• Exceptional interpersonal, communication, and conflict-resolution abilities.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
• Availability to work evenings, weekends, or travel as required.

Physical Requirements:

• Regular and reliable attendance is essential for the performance of this role.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.

Employee Benefits:

Join a team that values your well-being! We offer a comprehensive benefits package designed to support you and your family:

• Robust Health Coverage: Choose from three offered medical plans, plus dental and vision.
• Financial Security: Enjoy University-paid life/AD&D insurance and long-term disability, with options for short-term disability and supplemental coverage for you and your family (including accident, critical illness, and hospital indemnity plans). Flexible spending accounts are also available.
• Exceptional Retirement: Start saving immediately with our 403(b) Retirement Plan. You will get 100% immediate vesting, a University gift contribution, and a generous match up to 5% of your deferrals.
• Time Off & Flexibility: Take advantage of 20 paid holidays each year, including 5 floating holidays, and the possibility of flexible or hybrid work options for many roles.
• Invest in Your Future: Enjoy tuition remission benefits for yourself and your dependents.
• On-Campus Wellness: Benefit-eligible employees on our main campus receive free access to our Medical & Counseling Center.
• Employee Meal Plan: This plan provides convenient, flexible dining options on campus at a reduced cost.