The Office of the Dean of Students provides programs and services designed to encourage the holistic growth and development of each student throughout their campus career. The office supports students in the transition to and from college life; empowers students to become active participants and leaders in campus life, both inside and outside of the classroom; engages students in learning opportunities that will allow them to become responsible and contributing members of the campus community; fosters an environment that understands, appreciates and respects cultural and human differences on both the individual and global level; and increases understanding and appreciation of student rights and responsibilities. The office strives to help all students build connections to the campus community that will assist them in navigating life on campus and better prepare them for their role in society.
In support of all aspects of the mission of the Division of Student Affairs and the Office of the Dean of Students, the administrative assistant provides high quality administrative support for all department staff within an active, student-centered, customer-oriented office environment. Serves as the primary administrative and workflow management support for the Office of the Dean of Students. The administrative assistant provides administrative support to related units including Residence Life, Student Conduct and Student Health Services. Coordinate monthly budgetary review and analysis for the Associate Vice President for Student Affairs & Dean of Students.
Develop, maintain and update departmental resource handbooks, manuals, guidelines and web-site information including training manuals for student employees and administrative manuals for office functions. Manage the department websites, including updating current information and recommending the addition of new information as necessary. Support the updating and editing of major departmental and divisional publications. Serves as a resource person for students, parents, faculty and administrators. Creates goodwill for the University in service to families of students, visitors, patrons, government officials, community leaders and the general public.
The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is up to $61,500.00
a. Provide adequate coverage for a busy, highly productive, student center office during normal business hours.
b. Recruit, supervise and train student employees. Maintain student employee records, create schedules to assure office coverage, monitor and submit student hours to payroll and coordinate student employee training.
c. Coordinates projects by developing project plans and schedules; directs workflow and follow up for assignment completion with student employees.
d. Handle administrative support tasks such as inquiries, responses for services, requests and referrals reported via telephone, advanced technology systems and personal visits. Manage, direct and respond to incoming calls and office correspondence such as e-mail, mail, and faxes in a timely manner. Forward queries to staff members as appropriate.
e. Arrange and manage appointments, meetings and calendars. Schedule appointments and/or meetings for professionals; monitor conflicts and provide resolution by notifying parties involved and rescheduling.
f. Prepare, edit and transmit written materials and communications to students, staff and other constituents on behalf of the professional managers.
g. Maintain confidential records including student, personnel, and financial. Provide comprehensive records management for the department to ensure that critical information has been entered and filed appropriately in a timely manner. This includes maintenance of student folders and the applicable tracking database(s). Assure that files needed for appointments are pulled and distributed daily to professional staff. Assure that inactive files are stored, archived and destroyed appropriately and according to university policy.
h. Prepares background material needed by manager to prepare presentations, reports or responses to inquiries. Collects, compiles and analyzes moderately complex data and information and compiles complex and routine reports.
i. Provide administrative support for DOS policies and procedures, including but not limited to maintenance of the student contact and withdrawal/academic leave databases. Share databases and other policy and procedural information with other offices and/or colleagues as necessary and according to the appropriate schedules.
j. Coordinate the planning and accomplishment of special events, ranging from small, informal meetings to formal receptions. Manage administrative aspects of certain university events and initiatives such as Commencement, Board of Trustees meetings, Residence Hall Opening, etc.
k. Serve as an administrative support liaison to other departments. Initiate communications to meet campus community needs, especially to address the needs of students. Collaborate with other administrative assistant staff in the student affairs division and in other divisions.
A Bachelor's Degree and three years of related professional experience. Requires a thorough working knowledge of contemporary computer applications including Microsoft office suites-Windows, Word, spreadsheets (Excel), presentation packages (Power Point), databases (Access). Must have working knowledge of PeopleSoft Applications or have the willingness and ability to learn these and other university systems within three months of hire.
a. Superior organizational skills
b. Ability to perform work thoroughly, accurately, and in a timely manner
c. Ability to handle multiple tasks effectively, plan, organize, set priorities and remain focused to complete goals and tasks
d. Ability to perform under pressure
e. Ability to interact tactfully and skillfully within the CUA community and with external constituencies
f. Strong service orientation
g. Knowledge of and familiarity with office protocols necessary for an essential institutional organization
h. Skill with problem identification and problem solving. Ability to select workable courses of action
i. Ability to work effectively with others and initiate workable support team efforts
j. Appropriate compliance-related training, such as FERPA, must be completed within three (3) months of employment, be kept up-to-date, with the ability to apply competencies maintained throughout employment
k. Requires broad and comprehensive knowledge of institutional and departmental practices and procedures to be maintained
l. Strong written and oral communication skills including excellent grammar, punctuation and spelling skills
m. Ability to generate confidence and trust of individuals and communities of constituencies; to negotiate to achieve win-win outcomes
n. Knowledge and skills with automated computer systems, new technologies, records management, database systems to support service and operational needs; skill with use of university systems within three months of appointment.