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Administrative Specialist, Dean Of Students

Reporting to the Associate Vice President and Dean of Students, the Administrative Specialist coordinates direct support for the Dean of Students and Associate Dean as well as high level administrative support functions for the offices within this unit (Student Conduct and Ethical Development, Behavioral Intervention, Ombuds).

The Administrative Specialist provides assistance with student conduct, behavioral intervention and student ombudsperson administrative functions for San José State University. The nature of the work performed by the Administrative Specialist is highly sensitive and requires interpretation of CSU and university policies and procedures.

This position regularly performs duties that require access to confidential information, which contributes significantly to the overall work of the Dean of Students unit. This position works directly with the team to collect, organize, present, and maintain sensitive and confidential data.

Key Responsibilities

Provide front-end reception and support for the Dean of Students (DOS) suite

• Serve as DOS suite primary contact; respond to questions (via telephone calls, emails, and in-person), analyze and solve problems.
• Provide back-up coverage for the 1st floor reception desk as needed.
• Triage student cases and concerns from the campus community, deescalating and referring to team members as needed.
• Maintain collaborative and consultative networks with the campus community and serve as a resource to faculty, staff, and administrators, answering questions and providing information about our services.
• Create content and help maintain departmental webpages in the DOS suite.
• Delegate job tasks and responsibilities to Student Assistant(s); ensure completion of tasks assigned.
• Assist with outreach to the campus community about DOS resources through tabling and promoting events, activities, and experiences that enhance student success.

Responsible for direct administrative and clerical support for the Dean of Students and Associate Dean

• Manage calendars and schedule appointments with students, employees, and community members as requested, anticipating scheduling conflicts and working to address them appropriately.
• Coordinate meetings, conferences, and workshops (including coordinating formal hearing logistics), to include facility and technology reservations, catering, promotional and program materials, and assessment.
• Review status of job tasks and responsibilities with the Dean/Associate Dean on a regular basis.
• Coordinate travel arrangements for Dean and Assoc. Dean, to include travel requests, registration, transportation and hotel reservations, and reimbursement.
• Assist with preparing documents and materials for campus or system-wide reporting purposes.

Assist the Student Conduct Administrators with maintaining the student conduct database (Maxient) pertaining to student disciplinary records

• Ensure timely entry of case pertinent information in the student conduct database (Maxient or equivalent).
• Process academic dishonesty violations, to include: issue charges and a factual description of the alleged conduct, notification to students and faculty, case assignment, resolution, and assignment of academic and administrative sanctions.
• Ensure compliance of educational and disciplinary sanctions and coordinate with other offices as necessary.
• Impose administrative holds for students and student organizations whose sanctions are not achieved within the designated timeframe.
• Request administrative withdrawals from courses for individuals that do not maintain student status as a result of the disciplinary process.
• Ensure student conduct records are properly maintained and organized.
• Provide administrator level support for the student conduct database to update users, granting/restricting access levels, create and manage groups, charges, sanctions, tasks, incident reports, layouts, forms, letters, campus locations, and analytics.
• Create Student Conduct incident reports based on information obtained from the daily log. Verify status of university affiliation of individuals named on reports and route reports to the appropriate…