Assistant to the Division of Student Services
Under the direction of the Provost and Vice President for Academic Affairs and Student Services, the Administrative Assistant provides high-level administrative and operational support to the Provost, the Associate Vice President for Enrollment Management and Financial Services (AVP EMFS), and the Associate Vice President for Student Engagement and Completion (AVP SEC).
Reporting to the Provost, the Administrative Assistant works closely with both Associate Vice Presidents and their respective directors and staff to support the day-to-day operations of the Division of Student Services. The position serves as a central point of coordination among divisional leadership, College departments, students, external partners, and other stakeholders, ensuring effective communication, appropriate follow-up, and the timely completion of divisional priorities.
The successful candidate will demonstrate excellent organizational and communication skills, sound judgment, discretion in handling confidential and sensitive information, and the ability to manage multiple priorities in a fast-paced environment.
Essential Duties and Responsibilities
Executive and Administrative Support
- Provides comprehensive administrative support to the Provost, AVP EMFS, and AVP SEC, including scheduling, correspondence, meeting coordination, document preparation, and follow-up.
- Serves as a central administrative liaison among the Provost, Associate Vice Presidents, directors, staff, and other College offices.
- Manages and coordinates internal and external communications, including correspondence with College employees, students, vendors, county and state officials, and members of the public.
- Reviews, prioritizes, and routes mail, email, voicemail, meeting requests, and other inquiries directed to the Provost's Office, exercising appropriate judgment and discretion.
- Coordinates and monitors administrative procedures and processes within the Division of Student Services.
- Researches, compiles, and analyzes complex information and data and prepares reports, correspondence, and other materials containing specialized or sensitive information.
- Participates in Provost and divisional staff meetings, as appropriate, and provides administrative follow-up as needed.
Budget and Financial Administration
- Assists with budget development, planning, monitoring, and administrative processes for the Division of Student Services.
- Monitors budget transfers and assists with purchasing activities for Enrollment Management, Financial Aid, and grant-funded programs.
- Prepares budget and supporting materials for staff participation in conferences, workshops, and professional development activities.
- Tracks purchase requisitions, consultant services, contracts, and software renewals and ensures appropriate follow-up.
- Student Services and Conduct Support
- Reviews student applications for emergency financial assistance to ensure required documentation is complete, assists students with the application process, schedules appointments, and makes appropriate referrals.
- Reviews student records involving prior dismissal from another college and, when appropriate, prepares materials for Behavioral Intervention Team (BIT) review and coordinates student meetings.
- Provides administrative support for the College's student conduct and behavioral intervention processes, including coordinating committee meetings, preparing correspondence and documentation, and coordinating with appropriate College offices.
- Processes and coordinates tuition appeal materials for committee review and works with Student Accounts, Financial Aid, Advising, and other offices to respond to student inquiries.
- Prepares documentation and correspondence for students transferring to four-year institutions or pursuing careers in law enforcement, as appropriate.
Events, Meetings, and Cross-Divisional Coordination
- Coordinates major College events, including Commencement Exercises and the Sojourner Truth Awards Program, under the direction of the Provost and AVP EMFS.
- Manages event logistics and works collaboratively with Security, Facilities, Marketing, the Registrar's Office, and other College departments to ensure successful events.
- Coordinates conference room scheduling for meetings, workshops, and other College activities.
- Supports the AVP EMFS and AVP SEC with meeting coordination, preparation of agendas and minutes, technology arrangements, budgets, correspondence, and follow-up.
- Provides administrative support for Board of Trustees committee meetings and Board meetings, as requested by the Provost and Associate Vice Presidents.
Job Requirements:
Education and Experience Required: Bachelor's Degree with three years administrative experience OR Associate Degree with five years administrative experience, or equivalent experience. Demonstrated experience in managing multiple priorities, meeting deadlines and working effectively in a fast-paced environment.
Preferred Knowledge, Skills, Abilities and Worker Characteristics:
- Bachelor's degree
- Five years of experience working in college administration.
- Ability to communicate effectively both verbally and in writing.
- Experience with large scale event planning.
- Ability to effectively establish and maintain working relationships with supervising personnel, co-workers, all college employees and the public.
- Ability to manage multiple projects and prioritize effectively.
- Must be able to travel between the college's two campuses and other sites.
- Bilingual Skills.
Additional Information:
Deadline for Applying: October 18, 2026
Position begins ASAP
Salary range: $55,000 to $65,000, commensurate with experience
Orange County Community College does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identification, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, veteran status, domestic violence victim status, criminal conviction or any other category protected by law. The College adheres to all federal and state civil rights laws prohibiting discrimination in public institutions of higher education. Inquiries regarding this non-discrimination policy may be directed to: Iris Martinez-Davis, Civil Rights Compliance Officer, 115 South Street, Middletown NY 10940, (845) 341-4662, iris.martinezdavis@sunyorange.edu.
To apply, visit http://occc.interviewexchange.com/jobofferdetails.jsp?JOBID=205184
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