Sr. Administrative Assistant

Position: Sr. Administrative Assistant (A)
Current Employees:

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The Senior Administrative Assistant serves as a primary office resource on various processes and procedures, and therefore; is a key member of the Dean of Students Office administrative support staff. The Senior Administrative Assistant provides administrative support to the Dean, Deputy Dean, Associate Deans, and Assistant Deans and plays a vital role in the overall daily administration of business operations within the Dean of Students Office.

Much of the work performed is confidential, completed with minimal to no supervision, and requires independent judgment and discretion.

Primary Duties and Responsibilities:

Core Responsibilities

* The Senior Administrative Assistant is responsible for the day-to-day administration of a broad range of office operations, including the organization and preparation of reports and projects. Interprets requests and actively helps implement actions, provides support, troubleshoots and solves problems as they arise, deciding whether the Dean should be notified of important or emergency matters.

* This position interacts with nine administrators; two staff members; three graduate assistants and supervises 3 to 7 student workers.

* Interacts regularly with parents, vendors, and all segments of the University community (students, administrators, faculty, law enforcement) responding to routine and non-routine questions and may be required to respond on the Dean's or the office's behalf.

* Assists the Dean in the development of materials to be provided to the UM student population and creates PowerPoint presentations and coordinates all office related training.

Personnel Responsibilities ·

* Assists with training of new professional staff, administrative staff, and office student

employees on different systems.

* Assists in hiring/supervision Sandler Center for Alcohol and Other Drug Education Peer Educators

* Monitors hours and maintain timesheets for Sandler Center for Alcohol and Other Drug Education Peer Educators

* Provides Honor Council and Sandler Center for Alcohol and Other Drug Education graduate students with administrative assistance as needed

* Provides assistance to Dean of Students, Associate Dean, and four Assistant Deans as needed with special assignments requiring collecting and organizing data which may be the basis of significant decisions.

Student Conduct Responsibilities (All Confidential)

* Along with the Deputy Dean and UMPD, collects, organizes, and analysis data for annual Clery reporting.

* Provides training on the use of Maxient to Area Directors and other users.

* Assists the Deputy Dean with maintenance and annual revision of the Students Rights and Responsibilities Handbook (i.e. edits and drafts)

* Assists Deputy Dean/Director of Student Conduct with all operational aspects of the discipline database (DOSO currently uses Maxient), including input and revision of all discipline forms used in system which is University wide. Develops reports and evaluates trends in order to provide recommendation to the Dea, Deputy Dean, Associate Deans, and Assistant Deans. (i.e. must understand the data in order to develop pie charts or other formats depending on the report needed.

* Review and evaluate discipline files, especially those involving incidents which may result in suspension or expulsion in order to advise students of their status and the process.

* Has discretion in determine satisfactory completion of all sanctions assigned to students and updates Maxient accordingly. Has discretion on Placing Stops for delinquent students.

* Schedules Major and University Disciplinary Hearing Panel hearings and Dean's Hearings. Maintains rosters of panel members, as well as recordings of all hearings with co-workers, expunge discipline files at the end of each academic semester.

* Maintains attendance/compliance records for discipline sanction workshops, including Peer-Led Alcohol Education and Values Ed Workshop

* Send notification to students who are required to attend workshops, fire safety classes, smoking classes, and other community service

* Prepares discipline summary letters for transfer and graduating students

* Responds to discipline record checks received from other UM departments

Sandler Center for Alcohol and Other Drug Education Responsibilities

* Prepares all Sandler Center confidential files for Assistant Dean and schedule peer-led appointments

* Maintains roster and correspond with the President's Commission on Alcohol and Other Drug Education on behalf of Assistant Dean/Director

* Assists as needed when ordering supplies, literature and materials

* Make room reservations and/or place food orders for commission meetings

Fiscal Responsibilities

* Assists with fiscal year financial operations for the following year by…