Administrative Assistant, Student Life
Located in the heart of the nation’s second-fastest-growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors.
Because of our history of innovation and our legacy of strong leadership, Queens is positioned to be among the new forerunners of American higher education. This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger.
Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges.
By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy; inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity; a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential; and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community.
This is a full-time, benefits-eligible, 12-month position reporting to the Vice President of Student Engagement and Dean of Students (VP/DOS). The VP/DOS oversees all aspects of the Division of Student Life, which includes Residence Life and Student Housing, Student Engagement, Diversity, Inclusion, and Community Engagement, Spiritual Life, and responsibilities within Title IX and the management of Queens partnership with Atrium Health. The VP/DOS serves as a member of the President’s Senior Leadership Team and in partnership with administrative leadership, works to transform the student experience.
The Administrative Assistant serves as the main administrative support for the VP/DOS and efficiently manages administrative tasks for the Division of Student Life. This includes serving as the first point of contact for the division, and assisting Student Life in coordinating programs and services to better serve the student population and advance the mission and goals of the department. This position requires good judgment, initiative and problem-solving, keen attention to detail, and project management/organizational skills.
This position is not exempt from provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay or compensatory time off for additional hours worked. This position is not eligible for visa sponsorship.
Essential duties and responsibilities:
Administrative and financial support
• Manages calendar for the VP/DOS (scheduling of individual and large group meetings for internal and external stakeholders and provide day-of support)
• Supports the VP/DOS in meeting preparation (room reservations, agenda and supporting materials preparation, parking accommodations as necessary, meals, etc.)
• Provides administrative/clerical support for the Division of Student Life (room reservations and scheduling)
• In conjunction with the Assistant Dean for Student Engagement, oversees the credit card administrative process for clubs and organizations
• Organizes and takes notes/minutes for Student Life meetings and Board of Trustee subcommittee meetings
• Serves as front-desk contact in assisting students, faculty, staff, and other visitors to the Department of Student Life
• Manage/organize office and break room supplies (monitors purchase of supplies, tracks and reports on expenditures)
Programming and communication
• Anticipates VP/DOS, department, and division needs
• Ability to triage requests and questions and a gift for identifying information that should be escalated immediately
• Serves as the editor for QNews submissions (an advertising mechanism for students marketing Queens events)
• Builds and cultivates key relationships across campus and with external stakeholders ensuring efficient communication and effective collaboration
• Participates in the planning, implementation, and evaluation of Student Life sponsored events and activities (ex: ROAR (new student orientation), Welcome Week, Family Weekend, Student Life Awards, and Sexual Misconduct Educational Awareness campaigns)
• Updates the online Student Handbook and Student Life employee handbook each summer
• In consultation with the VP of Student Engagement and Associate Dean of Students, hire, train, and supervise work study students
• Coordinates Student Life events and celebrations annually
• Checks, reviews and distributes external and interoffice mail
• Other duties and special projects may be assigned to meet department and University needs
Experience, knowledge and skills required:
• Preferred five to seven (5-7) years administrative support experience
• Expertise in Microsoft Office suite, particularly Outlook, Excel, and SharePoint (experience with web design a plus)
• Excellent verbal and written communication skills
• Commitment to the University’s inclusive mission
• Proven attention to detail, accuracy, and timeliness
• Excellent organization and follow-up/follow-through skills to ensure completion of assignments within established timeframes
• Ability to work effectively independently and as a member of a team
• Strong organizational and interpersonal skills
• Demonstrated ability to exercise respect, considerable tack and sensitivity in interactions with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds
• Professional and service-oriented attitude
• Solid problem-solving skills and the ability to analyze components and arrive at a logical course of action while knowing when to ask for assistance or direction
• Ability to thrive in a fast-paced environment and to effectively prioritize assignments to meet given deadlines
• Must enjoy working with college-aged students
• Bachelor’s degree or equivalent combination of education and experience
Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, defined contribution (matching) and supplemental 403(b) retirement plans, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.
Physical requirements (with or without reasonable accommodation) require ability to:
• Remain in a stationary position, most of the time
• Exchange accurate information with co-workers and clients, frequently
• Read reports, create presentations, use a computer system, most of the time
• Communicate with co‐workers, clients and vendors, most of the time
• Write, type, and use the computer, telephone, copier, and other office equipment systems, most of the time
• Move about inside the workspace to access resources and office equipment, and attend meetings across campus, regularly
• Exert moderate force to move objects, occasionally
• Think critically, concentrate on the task at hand, and respond quickly to changes in conditions, most of the time
• Work in office environment, involving contact with faculty, staff, students, service providers and vendors
• Work has deadlines, multiple interruptions, high volume and may be stressful at times
Nothing in this job description restricts the university’s right to assign or reassign duties and responsibilities to this job at any time; this description reflects the university’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; this job description is subject to change at any time.
Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sex (including pregnancy, childbirth and conditions related to pregnancy or childbirth), sexual orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs.
Any individual with a disability who needs any reasonable accommodation under the Americans with Disabilities Act to apply for a position or otherwise to participate in Queens’ job search/selection process should contact the Director of Human Resources at 704.337.2222.