Position Title Office Manager - Student Life & Assistant to the Dean of Students
Position Type Administration/Staff
Employment Type Replacement
Number of Hours Per Week 35
Number of Months Per Year 12
Employment Status Full Time
Under the direct supervision of the Dean of Students, the Office Manager provides support and assistance to the Dean of Students and members of the College community regarding information and aspects of Student Affairs.
Duties and Responsibilities
To serve as an immediately available source of accurate information on all aspects of Student Affairs for all members of the Rosemont community, including, faculty, administrators, staff, parents and students.
To assist the Dean of Students with the coordination of major initiatives and events in the Division of Student Affairs.
To oversee day-to-day clerical, administrative, and relationship-management functions of the Office of Student Life. Such major functions may include:
Management of the health insurance coverage program for undergraduate students primarily including tracking enrollment and facilitating billing
Serving on College committees as required (CARES Day, New Student Orientation, Mission and Ministry Action, Founders’ Week)
Serve as point of contact with businesses and outside vendors serving the Dean of Students Office
To supervise student workers and/or part-time employees.
To have strong proficiency in using Microsoft applications including use of Outlook, Excel, Word, Publisher and Powerpoint.
To possess working knowledge of web-based programs and modules including Google docs, Google calendar.
SPECIFIC DUTIES INCLUDE:
Perform administrative and clerical duties of a sometimes complex or demanding nature including heavy flow of phone calls, referrals to appropriate offices or staff, and scheduling appointments when necessary
Appropriately maintain essential records and confidential files that may include judicial records, contracts, and personal files of a sensitive nature (medical, psychological, etc)
Organize and coordinate office functions and activity including ordering supplies and requesting office maintenance.
Effectively communicate requests and concerns from students to appropriate staff members while helping to comfort students and parents and deescalate concerns.
Use good independent judgment in managing issues and problems that may be reported to the Dean of Students office.
Assist all members of the division with budgetary processes and compliance
Act as liaison between the College and the facilitating company for facilitation of the student health insurance program
Manage and organize correspondence and scheduled mailings to all new and returning students.
Record information and forms when they are returned
Be willing to assist all Student Affairs Directors upon request (if directed by Dean of Students)
Assist with distribution and revision of literature or media generated by the Dean of Students office (e.g. yearbook, student handbook, informational brochures, etc)
Oversee flyer approval process through revision created fliers and directing those to designated areas to be posted.
Provide technological assistance, guidance and support to all members of the Student Life Division staff
Assist in coordinating ADA Services and notification of accommodations to faculty
Serve on the Orientation Committee to assist with planning logistics, creating Orientation groups and availability on Orientation weekend.
Help interview and select the candidates for positions such as, Residence Director, Raven Peer Leader and any other requests from departments.
Serve on the Founders’ Week Committee to oversee the Student Awards Luncheon, the awards selection and Field Events.
Serve on the CARES Day Committee to assist with the planning logistics and be present on the held days
Hire and supervise student workers and/or part-time employees.
Utilize Jenzabar to access student information or input information as requested
Track judicial documents throughout the academic year by contacting students regarding outstanding sanctions.
Coordinate Finals Breakfast, held in the fall semester, by recruiting staff volunteers, communicating with Dining Services and promoting the event.
Maintain basic personnel records (e.g. leave reports, time sheets, contact information, etc.)
Perform related duties at the direction of the Dean of Students
High School diploma or equivalent required
Bachelor’s Degree required
Bachelor’s Degree preferred
Higher Education experience Preferred
2 years of related experience
Creative problem-solving skills
Excellent customer service skills
Excellent written communication skills
Demonstrated supervisory and team-building skills
Ability to prioritize multiple tasks in a fast-paced environment
Strong organizational skills and attention to detail
Ability to complete projects with minimal supervision
Ability to work independently and on a team
Ability to work within strict deadlines
Strong computer skills
Ability to communicate effectively
Ability to work extended hours as needed
Detail oriented and organized
Ability to work weekends as needed
Ability / availability to travel
Must display a good representation of the College
Proficient with Microsoft® Office Products (especially Word and Excel)
Proficiency with Internet to use as resource, research and work tool
Good interpersonal skills – ability to work well with Faculty, Students and Staff
Excellent oral communication skills (i.e., ability to deal effectively with others; speak professionally on the phone, etc.)
Posting Detail Information
Posting Number 0017P
Number of Vacancies
Open Date 08/01/2018
Review Start Date
Open Until Filled Yes
Special Instructions to Applicant
PLEASE NOTE: APPLICATIONS SENT VIA E-MAIL WILL NOT BE CONSIDERED. Please apply by completing this online application.
Required documents at time of applying are your Resume and Cover Letter. Reference Letters are OPTIONAL. If you do not have Reference Letters at the time of applying for the position but wish to include them in your application, simply upload a word document that states “Letters of Reference available upon request”. Once you have your Reference Letters, you can attach them to your application.
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