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Job description
Position Summary
Provides primary administrative support to the Vice President and Dean of Students, with additional administrative support provided to the Associate Vice President for Student Affairs. Serves as a key point of contact for the Division of Student Life, exercising sound judgment, discretion, and independence in managing a wide range of administrative, confidential, and operational responsibilities that support the daily functioning of both offices and the broader division. Workload is prioritized primarily around the needs of the Vice President and Dean of Students, with support extended to the Associate Vice President as needed.
Job Description
Provides primary administrative support to the Vice President and Dean of Students, with additional administrative support provided to the Associate Vice President for Student Affairs. Serves as a key point of contact for the Division of Student Life, exercising sound judgment, discretion, and independence in managing a wide range of administrative, confidential, and operational responsibilities that support the daily functioning of both offices and the broader division. Workload is prioritized primarily around the needs of the Vice President and Dean of Students, with support extended to the Associate Vice President as needed.
Responsibilities
Administrative Support
Manage the Vice President's calendar, appointments, and travel; provide scheduling and correspondence support to the Associate Vice President as needed
Serve as first point of contact for calls, visitors, correspondence, and the inbox, assessing urgency and referring as appropriate
Draft, edit, and proofread correspondence, reports, and presentation materials; prepare materials for Board of Trustees, senior staff, and deans' meetings
Coordinate logistics for Division meetings and retreats; provide backup coverage for the Associate Vice President's office during peak periods or absences
Maintain confidential student, personnel, and departmental files in accordance with FERPA and College policy
Serve as point of contact for parent/family inquiries; assist with communication and coordination during campus emergencies as directed
Work with associate dean(s) to process, track, and communicate with students on medical or other leaves
Budget and Financial Administration
Reconcile and track monthly budget expenditures and credit card charges for Dean of Students Office personnel
Assist with budget reports and projections; process purchase orders, expense reports, and reimbursements for the division
Special Projects and Division-Wide Support
Provide administrative support for selection of various student awards and Commencement Class Speaker logistics
Maintain Division listservs; provide backup support to other Division administrative staff during absences
Coordinate logistics for major Division events (orientation, Family Weekend, Commencement, awards ceremonies) and search committees, including candidate interviews and campus visits
Liaise with campus offices (e.g., Registrar, Residential Life, Athletics, Health Services, Counseling and Psychological Services) on behalf of the Vice President and Associate Vice President
Maintain Division records per retention schedules; compile data for assessments, accreditation reviews, and surveys (e.g., NASPA benchmarking)
Support onboarding of new Division staff and student employees, including systems access, keys, and equipment
Perform other duties as assigned
Education & Experience
Associate's degree and five or more years of progressively responsible administrative support experience are required; bachelor's degree preferred
Experience supporting senior-level administrators in a higher education setting is strongly preferred
An equivalent combination of education and experience will be considered
Knowledge, Skills, & Abilities
Sound judgment, discretion, and ability to maintain strict confidentiality on sensitive student, personnel, and institutional matters
Strong, diplomatic verbal and written communication with students, parents, faculty, staff, and senior administrators
Ability to manage competing priorities across two offices with flexibility and independent judgment
Excellent organizational skills, attention to detail, and ability to work both independently and collaboratively
Proficiency with standard office software (Microsoft Office and/or Google Workspace) and administrative systems (e.g., Colleague, Maxient)
Ability to remain calm, professional, and solution-oriented in a fast-paced environment with frequent interruptions
Compensation Range
$22.00 - $24.00 per hour
EEO Policy
Hamilton College is an equal opportunity employer and is committed to creating an accessible, supportive environment and an educational experience that recognizes a wide array of experiences, backgrounds and viewpoints as integral components of academic excellence. Candidates who can contribute to those goals are encouraged to apply and identify their strengths in these areas.
Benefits
For Benefits Information, please navigate to the following link: Employment - Work at Hamilton - Hamilton College
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Who can apply
Review the original listing for work authorization, qualifications and employer requirements.