Position Title: Executive Assistant to the Vice President for Student Affairs / Manager
Divion: Student Affairs
Reports To: Vice President for Student Affairs
FLSA Status: Non-Exempt
Location: Lane College, Jackson, Tennessee
Position Summary:
The Administrative Assistant to the Vice President for Student Affairs and Manager provides high-level administrative support to the Vice President and manages the daily operations of the Division of Student Affairs. This position plays a critical role in supporting the various departments within the Division of Student Affairs, ensuring efficient communication, coordination, and execution of student-centered programs and services that align with Lane College’s mission.
Key Responsibilities:
Executive Administrative Support
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Serve as the primary administrative liaison for the Vice President for Student Affairs.
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Manage the Vice President’s calendar, schedule meetings, and coordinate travel and event logistics.
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Draft and prepare correspondence, reports, presentations, and meeting materials.
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Maintain confidentiality and professionalism in all communications and recordkeeping.
Office Management
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Oversee daily operations of the Division of Student Affairs, including supply inventory, equipment maintenance, and workspace organization.
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Supervise and schedule student workers and interns assigned to the office.
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Ensure the office environment is welcoming, organized, and responsive to student and staff needs.
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Maintain filing systems and records in accordance with institutional policies and FERPA guidelines.
Division-Wide Departmental Support
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Provide administrative and logistical support to departments within the Division of Student Affairs, including:
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Residential Life
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Student Life
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Counseling Services
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Cheerleading and Mascot Program
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Health Services
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Student Conduct
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Assist with coordination of interdepartmental meetings, initiatives, and collaborative events.
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Support departmental reporting, data collection, and communication efforts.
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Facilitate cross-departmental scheduling and resource sharing.
Event & Program Coordination
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Assist in planning and executing student affairs programs, workshops, and campus-wide events.
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Coordinate event logistics including space reservations, catering, materials, and communications.
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Serve as a point of contact for vendors and external partners supporting student affairs initiatives.
Budget & Procurement
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Monitor and reconcile budgets for the Division of Student Affairs and assist departments with budget tracking.
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Process purchase orders, invoices, and expense reports in compliance with college financial policies.
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Maintain records of expenditures and assist with annual budget planning.
Communication & Outreach
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Manage internal and external communications for the Office of Student Affairs.
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Maintain departmental websites, social media accounts, and digital bulletin boards.
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Disseminate timely information to students, faculty, and staff regarding student affairs programs and services.
Qualifications:
Required:
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Associate’s degree or equivalent experience in office administration or related field.
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Minimum of 3 years of administrative experience, preferably in higher education.
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Proficiency in Microsoft Office Suite and office management software.
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Strong organizational, communication, and interpersonal skills.
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Ability to manage multiple tasks and prioritize effectively.
Preferred:
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Bachelor’s degree.
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Experience working in student affairs or student services.
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Familiarity with student information systems (e.g., Banner, Jenzabar).
Working Conditions:
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Full-time, on-campus position.
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Occasional evening or weekend hours may be required for student events.
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Fast-paced environment with frequent interaction with students, faculty, and staff.
Lane College Core Values:
This position supports Lane College’s commitment to academic excellence, student success, and community engagement. The ideal candidate will embody the College’s values of integrity, respect, service, and innovation.
