Dean of Students Administrative Assistant

General Statement of Job

Assists the Dean of Students/Title IX Coordinator with administrative and clerical support, specific assignments, and special projects. Also, maintains official records and schedule for the Billingsly Student Center.

Specific Duties and Responsibilities

Essential Duties:

Maintains the highest level of confidentiality, as this area deals with sensitive information in a variety of areas (Title IX, Student Conduct, Counseling Services, etc.).

Provides exemplary customer service to all internal and external constituents.

Assists students to resolve issues of concern.

Prioritizes calls and visitors while promptly assisting with problems and requests.

Takes incoming calls and correspondence and responds independently when possible.

Provides front-line support to Counseling Services by checking in client and assisting with scheduling and rescheduling appointments in a timely, student-centered manner.

Prepares drafts and proofreads correspondence to include email, reports, and other documents as required, by utilizing word processing, database management and spreadsheets.

Schedules meetings, appointments and special events ensuring efficient utilization of leadership’s time.

Manages departmental calendar and independently schedules appointments.

Serves as receptionist for department (by telephone and in person).

Composes and prepares letters, meeting minutes, and various reports.

Prepares confidential correspondence, reports, and other complex documents.

Maintains the department’s website and coordinates all social media communications to ensure consistent, timely messaging.

Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.

Orders and maintains office supplies, and office equipment, as necessary.

Tracks and coordinates departmental and divisional budget information and compiles appropriate reports.

Coordinates all invoices for the department.

Coordinates internal and external reservations for the Billingsly Student Center (BSC) including but not limited to: courteously quoting accurate rates; inputting correct information of rental dates; ensuring availability of rooms in the facility, facilitating the coordination of room set up with the schedulers and physical plant staff; connecting schedulers to other university services such as catering, information technology, and physical plant; facilitating contracts (when applicable); ensuring payment verification; communicating confirmations, and maintaining records.

Serves as a primary user of the Event Management System, assisting with configurations for the campus community.

Coordinates weekly, monthly, and yearly facility events calendar; updates calendar as necessary.

Assists the other Dean of Students/Title IX Coordinator’s departments, as needed.

Contributes to the overall success of the Institution’s mission by performing all other duties and responsibilities as assigned.

Education, Experience, and Licenses

High School diploma or GED required. One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, analyze, and interpret common business and technical journals, financial reports, and legal documents.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.
• Ability to respond to common inquiries or complaints.
• Ability to effectively communicate both verbally and by written means at a very high level to convey a confident and positive attitude.
• Ability to deal with a variety of information presented in oral or written formats.
• Ability to deal with non-verbal behavior in assisting with problem resolution.
• Ability to make ethical decisions in doing what is best for both students and the University.
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to presents facts to faculty/staff for departmental response.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Ability to effectively operate a computer (prefer Microsoft Word, Excel, Access, e-mail and internet skills).
• Ability to use (or quickly learn) the Purchase Order, Student Data and other software systems
• Ability to effectively use a variety of office machines (such as adding machines, fax, multi-line telephones, etc.).
• Ability to multi-task yet maintain close attention to detail and timeliness of work production.
• Ability to maintain highest level of confidentiality.
• Ability to be self-motivated and willing to finish unexpected work and meet deadlines.
• Must have good interpersonal skills and be able to cheerfully handle stress in a busy office.
• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel including the use of a computer keyboard; reach with hands and arms; and talk or hear including the use of a telephone. The employee is frequently required to stand; walk; reach with hands and arms; and stoop or kneel. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job includes close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the office work environment is usually moderate with frequent occasions of multiple conversations in process.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.