Wayne State University is searching for an experienced
Student
Auxiliary Services (SAS) Executive Assistant at its Detroit
campus location.
Wayne State is a premier, public, urban research university located
in the heart of Detroit, Michigan where students from all
backgrounds are offered a rich, high-quality education. Our
deep-rooted commitment to excellence, collaboration, integrity,
diversity and inclusion creates exceptional educational
opportunities which prepare students for success in a global
society.
Essential functions (job duties):
Job Purpose
The Student Auxiliary Services (SAS) Executive Assistant provides
comprehensive executive-level administrative, operational, and
financial support to the Associate Vice President for Student
Auxiliary Services and divisional leadership. The position
coordinates executive communications, complex scheduling, financial
transactions, special projects, and daily office operations while
serving as a key liaison among divisional leadership, university
departments, external partners, and other stakeholders. Through
proactive coordination, discretion, professionalism, and sound
judgment, the Executive Assistant ensures the effective and
efficient execution of divisional priorities and initiatives.
Essential Functions
(Essential functions are the primary duties/major job
responsibilities that an employee must be able to perform, with or
without reasonable accommodation. The essential functions are
listed in order of importance.)
Financial and Business Operations
- Develop and maintain positive working relationships with
university leadership, faculty, staff, students, trustees, donors,
community partners, and external constituents.
Represent the office of the Associate Vice President in a
professional and courteous manner.
Process invoices, purchase requests, reimbursements, and other
financial transactions through university systems while ensuring
compliance with applicable policies and procedures.
Prepare, process, and monitor financial documents, including
IRBs, SPAs, budget transfers, reimbursements, and related business
transactions.
Assist with budget tracking, expenditure monitoring, financial
reporting, and reconciliation activities.
Maintain accurate financial, administrative, and operational
records and provide reports as requested by leadership.
Coordinate with university departments and external vendors to
facilitate procurement, payment processing, and contract-related
activities.
Executive Support
- Manage and prioritize the Associate Vice President's calendar,
ensuring alignment with strategic priorities and resolving
scheduling conflicts independently.
- Anticipate administrative and operational needs of the AVP and
proactively address issues to support effective decision-making and
time management.
- Act as a gatekeeper and strategic partner by managing requests,
determining priority, and ensuring timely follow-up on behalf of
the executive
Communications and Project Coordination
- Ensure consistent messaging and professional communications
with internal and external stakeholders.
- Monitor and manage executive communications, including email
and telephone inquiries, and respond or redirect as
appropriate.
- Track action items, deadlines, and deliverables resulting from
meetings and provide regular status updates to the Associate Vice
President.
- Conduct research, compile information, and prepare briefing
materials to support executive decision-making.
- Coordinate leadership meetings, standing committees, advisory
boards, and divisional workgroups.
- Prepare agendas, meeting materials, minutes, and follow-up
documentation.
- Maintain official records, reports, and documentation related
to divisional meetings and governance activities.
- Handle highly confidential personnel, financial, student, and
organizational information with discretion and
professionalism.
- Ensure compliance with University policies, FERPA, and other
applicable regulations when managing records and
communications.
Office Management
- Develop and improve administrative processes and office
procedures to enhance efficiency and service delivery.
- Coordinate office operations and provide guidance to
administrative support staff as appropriate.
- Maintain divisional records management systems, ensuring
accurate retention and accessibility of documents
Event and Program Coordination
- Plan and coordinate executive events, divisional functions,
recognition programs, retreats, and special events.
- Manage event logistics, communications, and follow-up
activities.
- Perform other related duties as assigned.
Qualifications:
Education Bachelor's degree
- Bachelor's degree from an accredited college or university in
Business Administration, Public Administration, Higher Education
Administration, Accounting, Communications, or a related field; or
an equivalent combination of education and experience.
Experience Intermediate (3 to 4 years job-related
experience)
- Three to five years of progressively responsible administrative
support experience, preferably providing direct support to senior
leadership or executives.
- Experience handling confidential and sensitive information with
discretion and sound judgment.
KNOWLEDGE, SKILLS, AND ABILITIES
- Demonstrated ability to manage multiple priorities, coordinate
complex schedules, and work independently in a fast-paced
environment.
- Strong verbal and written communication skills, including the
ability to prepare professional correspondence, reports, and
presentations.
- Strong organizational, analytical, problem-solving, and project
coordination skills.
- Proficiency with Microsoft Office Suite, electronic calendaring
systems, and university administrative systems.
- Knowledge of university financial, human resources,
procurement, and business processes preferred.
- Ability to establish effective working relationships with
diverse internal and external stakeholders.
- Demonstrated ability to meet deadlines, exercise initiative,
maintain attention to detail, and support executive leadership in
achieving strategic objectives.
- Ability to exercise independent judgment, discretion, and
diplomacy.
School/College/Division:
H43 - Business Operations
Primary department:
H4330 - Housing (H4330)
Employment type:
- Regular Employee
- Job type: Full Time
- Job category: Staff/Administrative
Funding/salary information:
- Compensation type: Annual Salary
- Hourly rate:
- Salary minimum: TBD
- Salary hire maximum: TBD
Working conditions:
• Work is performed primarily in a professional office setting with
frequent interaction with executive leadership, university
stakeholders, and external partners. • The position requires
extensive computer use, management of multiple competing
priorities, and the ability to respond effectively to changing
demands and deadlines. • Occasional evening/weekend work and travel
between campus locations may be required to support meetings,
events, and special projects.
Job openings:
- Number of openings: 1
- Reposted position: No
- Reposted reason: None (New Requisition)
- Prior posting/requisition number:
Background check requirements:
University policy requires certain persons who are offered
employment to undergo a background check, including a criminal
history check, before starting work. If you are offered employment,
the university will inform you if a background check is
required.
