Exec Admin Assistant

Executive Administrative Assistant

Position Number: STA
00138PO26 | Job Family:
Administrative Support | Job Function:
Administrative Services | Level: P2 – Professional Business Title (Internal Title) – Exec Admin Assistant | Campus:
Columbia | Work County:
Richland | Division:
Division of Student Affairs and Academic Support | Department: SAAS Housing

Posting

Summary:

The Executive Administrative Assistant to the Assistant Vice President for University Housing provides direct, executive‑level administrative support to the AVP and Housing Departments. Primary duties include coordinating and prioritizing the AVP’s calendar, meetings, and events, along with coordinating administrative duties for the AVP’s office, housing departments, and assisting with special projects and travel.

• Serve as office manager and administrative coordinator for the AVP Student Housing; manage calendar, schedule meetings, coordinate training sessions or events, create presentations, and purchase office supplies.
• Provide administrative guidance to direct reports and departmental staff to advance the AVP’s initiatives and instructions.
• Process all travel and procurement requests for the AVP and Housing Departments, ensuring compliance with university policies and procedures.
• Coordinate administrative services for the AVP office in consultation with shared services in the division, including development, implementation, administration, and oversight of office systems, policies and procedures.
• Provide project management support for housing and living and learning communities; support the AVP in committee involvement and housing events (e.g., move‑in, class absence, departmental interviews).
• Partner and collaborate with key partners to ensure programs, services, and systems support inclusive excellence and a respectful work environment.
• Perform other duties as assigned.

• Serve as office manager and administrative coordinator for the AVP Student Housing schedules; manage calendar, coordinate training sessions or events, create presentations, purchase office supplies, welcome reception, prepare correspondence, answer calls, and review paperwork submitted by supported departments.
• Provide administrative guidance to direct reports and departmental staff; monitor assignments and report progress to the AVP; review submitted documents for AVP signature related to purchasing, travel, food letters, EPMS, etc.; obtain signatures and submit to Division.
• Process all travel and procurement requests for the AVP and Housing Departments; maintain working knowledge of finance systems; generate periodic reports.
• Coordinate administrative services for the AVP office with shared services; develop, implement, administer, and oversee office systems, policies, and procedures.
• Provide project management support for housing and living and learning communities, including prevention, training, and compliance for units within Housing; support Housing events and projects for the AVP, Housing, LLCs, or directors.
• Serve as point of contact for student employment third‑party schedule systems; coordinate with housing departments to ensure accurate data.

• Requires a bachelor’s degree in a related field and 2+ years of related experience; equivalence may be satisfied by a combination of certification, training, education, and/or experience.
• Experience operating within a large university environment.
• Knowledge of or ability to learn the University of South Carolina policies, procedures, and administrative systems (Peoplesoft Finance, HCM, and People Admin).
• Excellent written and verbal communication skills.
• Considerable computer mastery; specific knowledge of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook), Adobe Acrobat, and other relevant software.
• Demonstrated strong analytical skills and capacity to learn web‑based university systems; interpret and implement policies and procedures.
• Ability to establish and sustain positive working relationships with staff, co‑workers, administrators, and campus partners.
• Ability to manage sensitive situations with confidentiality and discretion.
• Average typing skills; effective time management…