Senior Executive Assistant to the VP of Student Services

Minimum Education/Training:

Minimum Experience:

referred Education/Training, Experience, Skills:

DEFINITION:

The Sr. Executive Assistant to the Vice President of Student Services provides comprehensive administrative support to ensure the smooth operation of the Student Services division and more specifically, the VP and three divisional deans. This role is essential in facilitating the VP’s ability to focus on strategic initiatives by managing day-to-day administrative tasks, coordinating communications, and serving as a liaison between the VP and internal and external stakeholders. The Executive Assistant plays a critical role in enhancing the efficiency and effectiveness of the Student Services division, contributing to the overall success and satisfaction of the college’s student body.

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from the Vice President of Student Services

• Does not exercise supervision, but may provide work direction or advice/assistance to other team members (i.e. administrative assistants, part-time, work-study, etc.).

• May act as a lead on some projects and guide other team members as instructed

 

Duties & Responsibilities (Essential Functions)

 

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Perform complex and confidential administrative activities for VP of Student Services including but not limited to:

• • Manage the VP and divisional dean’s calendars, schedule meetings, and coordinate travel arrangements.
  • Provide day-to-day coverage of the VP office suite.
  • Handle all confidential information with the utmost discretion and professionalism. Confidentiality is critically essential to employment in this position.
  • Ensure that sensitive information, including student records, personnel matters, and strategic initiatives, is protected and only disclosed to authorized individuals.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Handle incoming and outgoing communications, ensuring timely and accurate responses.
  • Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
  • Arrange logistics for meetings, workshops, and events, including room bookings, catering, and technical support.
  • Serve as the primary point of contact between the VP and internal/external stakeholders.
  • Facilitate communication and collaboration among departments within Student Services and other college divisions.
  • Assist with the planning, execution, and monitoring of special projects and initiatives within the Student Services division.
  • Track progress and provide regular updates to the VP on ongoing projects and tasks.
  • Maintain and organize confidential files, records, and documentation related to the VP’s activities.
  • Ensure the accurate and timely preparation and submission of reports, proposals, and other essential documents.
  • Assist in the preparation and monitoring of the Student Services budget.
  • Serve as the primary P-card holder for the division for divisional purchases.
  • Reconcile P-card transactions made by the VP Office and maintain purchase receipts.
  • Process invoices, track expenditures, and manage reimbursements.
  • Coordinate and support the planning and execution of events, including student orientations, graduations, and other campus and divisional activities.
  • Ensure all event details are managed effectively, from invitations to on-the-day logistics.
  • Oversee the daily operations of the VP’s office, including maintaining office supplies and equipment.
  • Ensure a professional and welcoming environment for visitors and staff.
  • Collect, compile, and analyze data for various reports and presentations.

1. Engage in professional development
2. Assume other administrative duties as assigned

Other Important Functions:

• Availability to work evenings and weekends to support events as needed.
• Assist in the development and implementation of crisis management plans and protocols.
• Support the VP in responding to emergencies and unexpected situations, ensuring the continuity of Student Services operations.
• Assist with divisional travel approvals, arrangements, and reimbursement processes.
• Order and maintain office supplies for the Student Services division.
• Provide backup and support to other Student Services staff, as needed.

 

Qualifications

 

QUALIFICATIONS:

Knowledge of:

• General principles and practices of fiscal, statistical and administrative data collection and report preparation
• Skills in the use of database management, word processing, spreadsheet and presentation software
• Mastery of Microsoft Office Suite software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping and reporting
• Advanced principles of business letter writing and report preparation
• English usage, spelling, grammar and punctuation
• Basic mathematical principles
• Principals and techniques used in public relations
• Protocol and etiquette

Ability to:

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative
• Thorough knowledge of college operations and policies with ability to interpret and apply the policies, procedures, laws and regulations of the business unit to which assigned
• Work long hours while multi-tasking 
• Work independently in the absence of supervision
• Coordinate work assignments with others

• Establish and maintain cooperative working relationships with division staff and internal/external stakeholders
• Adapt methods to solve problems, use creativity to resolve complex issues
• Skilled at customer service and dealing with the public, can respond to difficult requests and inquiries

• Maintain effective audio-visual discrimination and perception needed for:
• Making observations
• Reading and writing
• Communicating with others
• Operating assigned equipment
• Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 10 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• Associate’s Degree or higher in a related field

Minimum Experience:

• 3-5 years of experience in an administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality. 
• Demonstrates mastery of computer skills with knowledge of all Microsoft Office Programs

Preferred Education/Training, Experience, Skills:

• Bachelor’s Degree or higher with a combination of equivalent experience. 
• Experience in higher education and/or student services
• Experience working with a Student Information System (SIS)
• Experience supporting senior level administrators 

 

Supplemental Information

 

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.

• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.  

• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.

 

STATEMENT OF NON-DISCRIMINATION

Cape Fear Community College, its faculty and staff, and the Board of Trustees are fully committed to the principles and practice of equal employment and educational opportunities. The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.

Apply online at CFCC Careers