Administrative Assistant to Dean of Students

Position: Administrative Assistant to the Dean of Students
The Administrative Assistant to the Dean of Students is required to perform general administrative duties with high levels of organization, efficiency and confidentiality; execute administrative procedures and ensure that all functions in areas of responsibility comply with institutional policies and other local, state, and federal policies and law; serve as the receptionist for the Dean of Students office; and provide assistance and service to students, staff, faculty and the College.

* Provide exceptional customer service to all visitors and callers to the Dean of Students' Office.

* Answer multi-line telephone to assist with information and appointments.

* Compose, proof, and edit a variety of official and general correspondence to include external and internal memorandums, emails, letters, thank you notes, and certificates.

* Utilize Banner and Argos to create daily enrollment reports.

* Maintain confidential files for student complaints, student discipline, Title IX and other sensitive cases.

* Preserve, purge and transfer files to storage as necessary according to established policies and procedures.

* Plan, organize, and maintain the filing system.

* Maintain budget information for the dean and other assigned units in Student Services (to include processing requisitions, submitting purchase orders for payment, preparing budget amendments, verifying budget expenditures, etc.).

* Organize and implement calendars and a daily schedule for the Dean of Students and the Student Services Division.

* Prepare and verify travel and expense reports for Dean of Students and other select individuals in Student Services (includes preparing accurate requisitions on-line for reimbursement, travel, registration fees, etc.)

* Coordinate arrangements for meetings, conferences, speaking engagements and interviews.

* Maintain inventory of supplies, equipment and office materials; order equipment and supplies as needed.

* Maintain a resource list of community and state contacts.

* Maintain and file Student Services Manuals.

* Open, date stamp, distribute, and sort incoming mail for the Dean of Students suite.

* Prepare, type, proof and edit forms, proposals, and reports as needed for submission.

* Take minutes of meetings and distribute within the Division of Student Services and within the College.

* Serve as a liaison for the Dean of Students with college faculty, staff, students, and local, state and federal officials.

* Receive guests and visitors; determine nature of business; provide information and/or direct to appropriate person/department.

* Assist faculty and other personnel with information and referral.

* Serve on various college committees, special purpose groups and teams, and perform related services

* Assemble materials for speeches and reports and organize into an established format for the Dean of Students.

* Maintain an organized bank of forms to address the various needs of visitors to the Dean of Students Office.

* Supervise and train student workers.

* Perform other duties as assigned by the Dean of Students and/or President.

* Assist with keeping records by learning Target X, Axiom, Banner, Persona, etc., as needed.

* Serve and assist student organizations as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

* Ability to provide exceptional customer service.

* Ability to comprehend complex instructions or information and use independent judgment.

* Verbal communication skills to discuss office procedures with administration, staff, faculty, students and officials of other organizations.

* Ability to effectively respond to questions from supervisors, faculty, staff, students and the general public.

* Substantial knowledge of business English, spelling and punctuation.

* Writing skills to compose or assist in writing reports, correspondence, etc.

* Reading skills to analyze and interpret incoming and inter-office information.

* Editing skills to ensure that reports, requested information, and correspondence are submitted properly and accurately.

* Technological skills including, but not limited to the ability to operate a computer, work with various software, and use a web browser (Internet Explorer).  Proficient use of…