Assistant to Dean of Student Affairs

Assistant to the Dean of Student Affairs Summary Statement

The incumbent provides advanced administrative support to the dean of student affairs by coordinating administrative details and serving as a liaison for the operational departments at a campus location. Primary duties include preparing and coordinating documents, reports, and presentations. This position also provides general guidance on campus procedures, and communicating with internal and external stakeholders on behalf of the dean of student affairs.

An incumbent reports to the dean of student affairs, serves as the liaison between the dean of student affairs and internal and external stakeholders, and assists supervisor by performing such duties as composing complex or detailed correspondence and reports for supervisor’s signature that entail knowledge of programs, policies, procedures, and procedures. The incumbent develops the departmental schedule, assists with event planning specific to student affairs, coordinates evaluations, provides budgetary oversight, and administrative aspects of student support.

Emphasis is placed on information gathering, analysis, and providing technical assistance to the dean of student affairs. The incumbent executes follow-up and tracking to ensure accuracy of data, inclusion of supporting documentation, and adherence with deadlines and procedures. The assistant to the dean of student affairs is responsible for the collection, compilation, and analysis of data regarding events, admissions, advising and other departmental programming.

• Prepares and maintains the division of student affairs catalog, calendar and website in consultation with the dean of student affairs. Updates the division’s standard operating procedures when appropriate.
• Serves as the liaison between the division of student affairs leadership and internal and external stakeholders.
• Provides an advanced level of administrative support such as: maintaining calendars, creating agendas, and recording minutes for department and college wide committee meetings.
• Composes, formats and types memoranda, correspondence, and reports. Prepares financial/legal documents, contracts, cases, charts, and similar materials using word processing software.
• Tracks the completion of performance evaluations of all staff and provides copies to human resources.
• Accepts and reviews student concerns brought to the dean of student affairs and forwards to the appropriate staff member for resolution.
• Arranges details for student affairs division meeting, conferences and events, and travel, including but not limited to schedules, reservations, location, and guest seating.
• Completes expense forms.
• Monitors contract deadlines to ensure renewal as appropriate, reviews employment contracts to ensure accuracy, and submits payroll information to human resources.
• Keeps a variety of division records, such as staff time and attendance and financial documents. Establishes and maintains accounting procedures for divisional budget as allocated by the dean of student affairs.
• Coordinates maintenance of rooms and equipment with facilities and IT. Assists with the research and purchase of supplies, technology and office furniture.
• Performs other related duties as required.

• Knowledge of administrative principles and procedures.
• Knowledge of division operations, services, programs, and campus organization.
• Knowledge of accounting, fiscal policies, and guidelines.
• Skill in handling complaints tactfully and thoroughly.
• Skill in searching files and records for information.
• Excellent interpersonal, communication, decision-making, critical thinking, and organizational skills.
• Ability to navigate various instructional technology, including but not limited to, student information systems and Adobe.
• Ability to collect and analyze data.
• Ability to exercise discretion in the handling of confidential information.
• Ability to communicate effectively, both and in writing, and relate to a diverse population in a multicultural environment.

Associate’s degree in a relevant field and two (2) years of responsible administrative support experience; or other equivalent combination of education and experience.