Assistant to Dean of Student Affairs

Assistant to the Dean of Student Affairs

The Office of Student Affairs oversees the areas of housing and residence life, student activities and organizations, outreach and recruiting, student conduct, student health services. The Administrative Assistant reports to the Dean of Student Affairs, serving as the primary administrative support for the Office of Student Affairs and assisting primarily with day-to-day operations for both the Dean of Student Affairs and the Student Affairs staff to include the Student Government Association.

JOB RESPONSIBILITES

40% General Admin Duties

Practice outstanding customer service for students, parents, and other campus constituents coming into and calling the Office of Student Affairs. Be familiar with university policies, procedures, and resources, to be able to answer questions or refer questions to the appropriate area. Exercises independent judgment in dealing with faculty, staff, students, administrators, and campus visitors and assists the Dean of Student Affairs in non-routine situations.

Schedules meetings and manages the calendar for the Dean. Receives and initiates contracts with other campus offices, governmental agencies, and the general public. Interprets and implements university policies and procedures. Responds to requests for information concerning office procedures and determines which requests should be handled by the Dean and which to refer to the appropriate staff member. Acts as liaison between the Dean and other campus offices.

Briefs the Dean on problems/conflicts and resolves problems/conflicts when possible or as directed. Opens, reviews, and processes mail/email. Picks up mail for Student Affairs Office. Answers routine mail/email. and composes correspondence involving complex and non-routine matters. Assists student activities staff in maintaining an accurate and updated filing system for student organization files, including bylaws, membership lists, etc. Keep records of faculty meetings.

Collects parking ticket appeals and submits appeals to the committee.

20% Financial Aid Appeals

Receives and processes financial aid appeal forms, enters student data into spreadsheet, prepares spreadsheet for committee, sends appeal decisions to student for signature, receives student decision form, enters into spreadsheet

15% Call Center

Responsible for answering main university campus line phone calls that are not routed to various departments or extensions.

10% Purchasing & Budget Management

Prepares and maintains office budgets. Prepares and reviews outgoing correspondence, reports, and proposals for accuracy. Manage and order office and event supplies for the Office of the Dean of Students and Student Government. Gather prices and information from vendors to prepare quotes for review by the Office of Student Affairs to consider for planning campus programs. Receive items services in the procurement system by completing receiving reports in the online procurement system after confirming receipt of items or completion of services.

Submits any bills to Dean of Students for approval, pays bills incurred by Office Student Affairs after approval.

5% Scholarship

Receives scholarship applications, processes applications, enters into spreadsheet, disseminates scholarship awards letters/emails, communicates with students, after each semester (Fall, Spring) verifies eligibility requirements have been met.

5% Student Conduct

Assist the Dean of Student Affairs with student conduct paperwork, scheduling appointments, preparing and sending written correspondence, and scheduling student conduct meetings. Understand and practice the regulations of the Federal Educational Rights and Privacy Act (FERPA) when speaking with parents and other constituents about conduct cases and other security sensitive information. Schedule and coordinate meetings as requested by the Dean of Students.

5% Food Pantry

Order and maintain food items in food pantry. Record numbers, log required information for Second Harvest Food Bank. Remove any expired food items. Monitor use of pantry by students and community members.

Minimum Qualifications:

Associates degree or Five years of experience in administrative assistant tasks, office management, knowledge of Microsoft 365 and Office Systems.

The position primarily involves sedentary office work with prolonged periods of sitting and computer use. The employee may be required to stand, walk, bend, reach, stoop, or lift and carry office materials weighing up to 25 pounds. The…