One-Stop Student Services Center
JOB SUMMARY:
The Administrative Assistant 3 (AA3) will support the Assistant Vice President (OS-AVP) and maintain primary responsibility for relationship management, communications, and logistical support for the One-Stop Student Services Center “One-Stop (OS)” leadership team including the Registrar’s Office, Financial Aid and Student Account Services. The AA3 is also expected to support daily operations and office management including but not limited to budget maintenance and supply inventory, student employment record keeping and expediting the delivery of College Financing Plans (CFP) to students.
The AA3 will serve as our One-Stop Front Desk support communicating with parents and students as they begin their visit experience in One-Stop. This position serves as the first point of contact for all students, families, visitors, and other stakeholders, representing the university's values and commitment to excellence. The AA3 plays a crucial role in providing exceptional customer service to support student recruitment and retention.
This position has an anticipated start date of the beginning of September.
SALARY INFORMATION:
In compliance with New York’s Pay Transparency Act, the annual base salary for this union position is $50,114. For a list of benefits provided to employees, please click here.
REPORTS TO: Assistant Vice President of the One-Stop Student Services Center; dotted line to the Associate Director of One-Stop Student Services Center
RESPONSIBILITIES & DUTIES:
Administrative Support for One-Stop Leadership Team:
Manage the One-Stop operations budget in partnership with AVP & OS directors including oversight of office supplies inventory. Order supplies and complete purchase orders, reconcile monthly credit card payments. Route inbound physical mail for One-Stop.
Coordinate and report staff vacation & sick time calendars and time recording.
Support One-Stop student employment efforts including hiring, training, time card tracking.
Serve as a primary point of contact for Assistant Vice President and OS Directors. Schedule meetings and manage calendars, and student/visitor requests as needed.
Prioritize and escalate issues on an ongoing basis to Assistant Vice Presidents and OS directors to maximize resources and proactively resolve issues.
Communicate and/or coordinate Assistant Vice Presidents and OS Directors agenda’s with various individuals and departments. Organize and maintain correspondence and records.
Prepare arrangements for all relevant travel and complete travel reconciliation.
Enter and maintain contacts, outreach, and relationship tracking details in relevant databases in a timely manner; support data maintenance and creation of constituent’s lists.
Provide support with basic maintenance projects and student inquiries, which require knowledge of Student, Academic and Administrative System (SAAS) and Content 7.
Create/update basic forms, spreadsheets, presentations, and other documents as needed.
Assist the financial aid office in executing the printing and mailing of college financing plans.
Other administrative support includes: research for special projects/student issues, maintain a filing and record system, including confidential files,
Perform other job-related duties as assigned.
One-Stop Front Desk Support:
Maintain basic financial aid, registrar and billing & payment knowledge and how to use SAAS to gather information to provide general guidance to students and parents.
Welcome guests to the One-Stop Student Services Center in a friendly and professional manner and provide general information about the One-Stop services and other inquiries.
Assist with incoming calls and general emails as needed; address basic inquiries and route calls to the appropriate One-Stop team members.
Maintain accurate and updated records of visitor information using Slate and SAAS.
Assist applicants with completing One-Stop forms and submitting required documents.
Provide guidance on application deadlines and procedures.
Track documents received by students in SAAS.
Continuously strive to enhance the visitor experience by maintaining a welcoming and organized One-Stop reception area, providing personalized assistance, and addressing any concerns or feedback promptly.
REQUIREMENTS (Knowledge, Skills and Abilities):
Strong ability to prioritize workload according to volume, urgency, etc.
Strong organization skills, attention to detail, and budget management skills.
Strong interpersonal skills and relationship management abilities.
Strong ability to handle multiple tasks effectively and accurately, including management of projects.
Strong ability to be discrete and maintain high confidentiality on a wide range of issues.
Strong verbal and writing skills including attention to grammar and spelling.
Strong ability to acquire and use new information.
Strong computer skills for using Windows, Microsoft Word, PowerPoint, Excel, Zoom, Administrative Systems, Google Solutions, and E-mail.
EDUCATIONAL/EXPERIENCE REQUIREMENTS:
Bachelor's degree and/or a minimum of three years of administrative/clerical experience.
Current and responsible work experience in a fast-paced customer service oriented higher education environment is preferred. Preference will be given to those with prior work experience in financial aid.
POSITION(S) SUPERVISED:
HOURS:
ABOUT ADELPHI:
Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
