Assistant to the Vice President & Dean of Students

Hamilton College · United States

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. 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 dosdept@hamilton.edu 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

• 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

• 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

• 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

• 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