Assistant Director of Administrative Services

The Administrative Services Office is responsible for a wide range of essential services that contribute to the safety, functionality, and overall experience of the campus community. The department’s areas of responsibility include facilities management; human resources; campus safety and security; auxiliary services coordination including food services, bookstore operations, fitness center, ride sharing program, parking, identification cards, lost and found; campus student housing;

and events management, including commencement. It serves as a central hub for operational support, contributing to a well-maintained, secure, and welcoming campus environment.

The Assistant Director of Administrative Services serves as the first point of contact in the Administrative Services Office for students, faculty, staff, and visitors and is responsible for supporting the department, problem-solving, addressing inquiries, and communicating with other departments to assist students as needed. This on-campus position includes some remote work. The Assistant Director is a non-exempt position and reports directly to the Director of Administrative Services.

• Promptly respond to a high volume of student, faculty, and staff inquiries.
• Process  and access levels, including new and incoming students, , new vendor and guest IDs.
• Manage and process campus parking permit requests, parking permit refunds, ordering parking permit hangtags, parking violations, and answering parking questions.
• Manage student locker requests and inventory and oversee annual locker cleanout.
• Manage Fitness Center access requests and waivers.
• Manage and maintain student files kept in Administrative Services.
• Process a high volume of weekly vendor invoices and track vendor certificates of insurance.
• Manage and distribute mail received in the office.
• Maintain and manage the lost and found program.
• Manage and maintain the campus digital signage system and bulletin boards.
• Serve as the vending vendor liaison and work with the company to report issues and maintain the vending machine refund program.
• Create and distribute the annual Student Photo Directory.
• Schedule annual Flu Shots for the campus community.
• Assist the Director of Administrative Services with Commencement planning, data collection, and communication with the students.
• Assist the Director of Administrative Services with training SOS Assistants.
• Assist with department and campus event planning, preparation, and participation.
• Responsible for maintaining the Administrative Services office to ensure work areas, supplies, and equipment are readily available and operational for department use.
• Demonstrates knowledge of Southwestern’s policies and departmental procedures.
• Assists COO, Department Directors, and Health and Safety Manager with administrative tasks.
• Performs other duties, as required and assigned.
• Bachelor's degree with three year’s of experience in an administrative support role.
• Experience in higher education is preferred.
• Strong attention to detail.

• High level of judgment, discretion, integrity, and confidentiality.
• Collaborative workstyle and ability to communicate effectively with various constituencies in a diverse community.
• Knowledge and understanding of institutional policies and procedures.
• Knowledge of campus resources and services for employees and students.
• Ability to refer issues to supervisor for timely response.
• Accuracy and meticulous attention to detail.
• Strong time-management and organizational skills.
• Excellent critical thinking and listening skills.
• Ability to apply creative problem-solving skills.
• Ability to be spontaneous and flexible.
• Comfort with a fast-paced academic environment