Administrative Assistant

The Administrative Assistant for Student Success provides day-to-day administrative, clerical, and logistical support for the departments within the Mastrantoni Family Student Success Commons, including the Center for Career Services and Academic Success. Reporting directly to the Assistant Vice President for Student Success, this position handles front-office reception, assists with leadership calendars, and coordinates student office assistants. The role also provides vital support for departmental budgets, data entry, and software systems (including Banner, Slate, and Handshake), while assisting with major events like New Student Orientation and routine administrative workflows such as academic sanctions and absence verifications.

• Coordinates the front office operations of the Mastrantoni Student Center, which includes the Center for Career Services ( CCS ) and Academic Success (AS), including checking in students and visitors for appointments, answering incoming phone calls, managing department email inboxes, and providing logistical support to both departments in a friendly, helpful, and knowledgeable manner.
• Helps manage the calendars of the Student Success leadership team: the AVP for Student Success, the Director of Academic Advising, and the Director of Career Services.
• Assists in the New Student Orientation ( NSO ) and Transfer Registration Day events, working with various departments to reserve rooms, maintain/update information in NSO Canvas, assign NSO advisors, update student records, batch process information into Banner, manually update advising information into Slate, and run various reports necessary to update student records.
• Supports the annual University academic sanction process by managing student correspondence, revising formal sanction notification letters, and organizing appeal documentation for evaluation by the academic standing committee.
• Manages and maintains FERPA forms for Academic Success and Career Services.
• Collaborates with the Director of Academic Advising on The Dr. William
  
  F. O’Hearn Memorial Endowment Award for Faculty Advising and the award process.
• Maintains knowledge and competency in all areas of the Handshake career center management system to troubleshoot with employers, students, and staff, including efficiently handling incoming calls from employers wishing to post positions on Handshake; handling student access issues; checking event registrations, and sending registration instructions for all incoming requests via email. Provides training to student employer supervisors.
• Coordinates the Excused Absence verification process between students and instructors using Slate workflows and email correspondence.
• Orders office supplies to maintain appropriate inventory levels.
• Assists with department budgets, reviewing budget monthly using Banner database and MS Excel, including supplying budget numbers for invoices, check requests, and purchasing cards; preparing expense forms and leasing/subscription/membership payments for director’s signature.
• Hires, schedules, trains, and coordinates work to be performed by student office assistants.
• Using Banner database, processes bi-weekly timecards for student office assistants, peer advisors and peer career advisors; also accesses Banner database for student, alumni confirmations.
• Reserves room locations and orders equipment and food service for events and meetings, coordinating logistics with designated staff.
• Assists with employer recruiting visits to Career Center, greeting and set-up, facilitating recruiter/faculty connections, and assists staff with special events as needed.
• Participates in University committees, events, and programs.
• Perform other duties and responsibilities as…