Acts as a primary support role for the Dean of Students Office. Provides complex administrative support to the Associate Vice President for Student Affairs and Dean of First-Year students, Associate Dean, and Assistant Dean of Students as the Class Deans/Case Managers.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Serves as a receptionist for the office; answers phone calls and e-mails from faculty, staff, and parents and students, monitors several department e-mail proxy accounts as directed and in a timely manner; triage of routine and non-routine questions.
Oversees all administrative front-office, work-room, and conference room functions to ensure a welcoming and confidential atmosphere, including upkeep of amenities, publications, cleanliness, and sound. Maintains and orders office supplies.
Serves as administrative support staff for the Class Deans, including but not limited to calendar management, scheduling appointments, and arranging meetings for internal and external constituents, as well as follow-up.
Creates, customizes, and produces complex typed documents including, but not limited to formal letters, meeting notes/minutes, announcements, charts, correspondence, envelopes, forms, invitations, labels, memos, reports, and tables. Prepares, assembles, and processes mass mailings to include large merge projects.
Scans and organizes historical and current student files and documents and monitors the progress of the student-based Image Now team. Develops project plans; Communicates changes and progress to supervisor; Completes sub- projects on time and within budget.
Serves as support staff for special campus-wide programs (i.e. Orientation, Black and Gold Weekend, IS Monday, Senior Weekend, etc.).
Processes purchase orders, reimbursements and monitors budget systems for the Dean of Students Office.
Processes and clears purchase card and travel-related transactions and monitors these systems in accordance with policy and procedure.
Accepts, tracks and manages routine documents and forms. Prepares information for file inquiries, reference forms, and investigations for students, and alumni.
Updates website information and ensures accuracy of content.
Supervises student assistants. Responsibilities include training student assistants; planning, assigning, and directing work. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
Performs additional duties and responsibilities as requested.
Certification program from college or technical school in secretarial or office training with 2-5 years related work experience; or equivalent combination of education and experience. Experience at a baccalaureate degree college or university is preferred.
Must be able to keep information confidential. Position requires experience and good judgment in dealing with confidential materials.
Strong customer service skills and ability to interact with and serve a diverse population.
Must be an internally motivated individual with sound judgment, attention to detail, flexibility, a positive attitude, strong and well-defined organizational and time management skills, project management skills, an ability to meet work deadlines, and a high energy level are necessary to function in this fast-paced, demanding office.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite. Will be required to learn additional software as necessary for the position. Knowledge of Datatel Colleauge, Maxient, Microsoft Outlook, and website editing skills preferred.
Ability to read, analyze, and interpret data, business periodicals, professional journals, technical procedures, or governmental regulations.
Must have the ability to work independently with a minimum amount of direct supervision and proper discernment.
For highest consideration please submit a resume, cover letter, and a list of 3 professional references which includes name, telephone number and email address.