Administrative Assistant to VP/Dean of Students

Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,700 students in more than 100-degree programs through its Schools of Business, Communications, Education, Computing & Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts & Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review. The Wall Street Journal ranked Quinnipiac #51 among the best colleges in the nation, and second in Connecticut, for our exceptional graduation rate, salary impact, learning facilities, career preparation and learning opportunities.

The university is in the midst of program expansion and renewal for both traditional and adult learners, the development of innovative strategic partnerships, and just opened a South Quad with three new buildings.

As Quinnipiac grows, we remain guided by the core values that define our community and shape the experience of every student and employee.

• We are fiercely committed to ensuring every Bobcat thrives. We are a lifelong partner for every learner.
• We passionately care about our community. Everyone should feel welcome and valued.
• We boldly shape our university's future. We will forge a path of impact together.

These values are the foundation of who we are and reflect the Quinnipiac spirit found across our campuses. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X.

• Maintain the efficient operation of the Office of the VP/Dean of Students.
• Manage the professional communications that are part of the office function including receiving visitors, phone calls, incoming mail/email, routine correspondence, memos, minutes, reports, grants, forms, etc. Edit for accuracy, format, punctuation and construction. Maintain high level confidentiality and sensitivity of issues that are presented to the VP/Dean of Students office.
• Assist in preparation, managing and monitoring the budget, including reporting, reconciling expenditures, maintaining appropriate financial files for multiple departments within the division. Process on-line requisitions, office bills and expenses, verifying availability of funds, verifying invoices and reconciling accounts.
• Organize and maintain appropriate professional files related to staff and students. Access student information in multiple university databases to assist with student and parent concerns, background checks and processing transfer and disciplinary clearance forms. Provide robust document, presentation and spreadsheet support.
• Manage the VP/Dean of Students calendar and coordinate regular staff, group and individual meetings with the VP/Dean of Students.
• Conduct research and collect data to prepare correspondence, memos, presentations and reports on behalf of the VP/Dean of Students
• Interact/correspond with Deans, senior administration, faculty, staff, parents, students, vendors and visitors; answer questions and bring resolve to concerns within scope of authority & knowledge. Build collaborative working relationships with university staff, assisting in interpretation and policy implementation to ensure alignment with Division and University expectations.
• Assist with evaluating terms and processing of divisional contracts and agreements with external vendors and employees.
• Utilize university software to retrieve and maintain information.
• Organize and coordinate key multi-functional meetings; coordinate resources and maintain records for events. Work evening/weekend events as needed.
• Maintain ordering and supplies for the Dean of Students office and schedule maintenance as needed for office equipment.
• Manage and renew professional memberships and travel arrangements as needed.
• Other duties as assigned.

• High school diploma or GED required.

• 3–5 years of administrative or executive support experience, preferably in a higher education setting.
• Demonstrated ability to manage complex office operations, prioritize tasks, and meet multiple deadlines.
• Experience with budget tracking, reconciliation, and financial reporting in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong calendar management and meeting coordination experience.
• Ability to organize and maintain detailed records, files, and data systems.
• Professional demeanor with the ability to interact effectively with senior administrators, faculty, students, parents, and external stakeholders.
• Ability to handle sensitive and confidential information with discretion.
• Experience organizing meetings, events, and administrative functions.
• Customer-service mindset with a focus on responsiveness and professionalism.
• Willingness and flexibility to support evening/weekend events as needed.
• Proven ability to collaborate effectively with individuals from varied backgrounds.