Administrative Assistant-Student Affairs

Job Type

Full-time

Description

Reporting to the Vice President for Student Affairs/Dean of Students, the Administrative Assistant coordinates, oversees, and/or performs a wide variety of administrative, project, and strategic support activities for Student Affairs in support of the mission of the University. The Administrative Assistant maintains strict confidentiality on many sensitive and critical issues. They oversee and/or participate in the coordination, supervision, and completion of special projects and/or events.

They may serve as a contributing member on a variety of committees.

The Administrative Assistant supports and contributes to the development of a vibrant co-curricular life which supports seamless learning initiatives and educational opportunities within the context of Catholic higher education, and the mission of the University. The Catholic mission manifests itself in the work of all staff within the division of student affairs. We are committed to the education of the whole person, in relationship to God, self and others.

Our everyday work should reflect the values of Catholic teaching, including respect for human dignity. The co-curricular experiences of our young men and women should open up possibilities they have for living lives of service in the wider world beyond campus, as concerned and caring Christians.

ACCOUNTABILITIES:

• Provide primary support to the Vice President for Student Affairs/Dean of Students.

• Serve as a primary point of direct administrative contact and liaison with other offices and individuals on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.

• Provide receptionist duties in a professional and efficient manner. This includes greeting visitors and answering departmental telephones.

• Respond to inquiries or identifies the appropriate person to answer the inquiry.

• Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the office.

• Perform administrative duties which include drafting and typing memos, correspondence, and reports; maintain appointment calendars by scheduling and arranging meetings.

• Generate reports and presentations to inform decision-making.

• Coordinate special projects related to divisional initiatives.

• Coordinate and track divisional initiatives and projects, ensuring they stay on schedule and within budget.

• Assist with developing outreach materials and presentations to promote divisional programs.

• Organize and maintain all files for Office of Student Affairs including confidential student files.

• Record, compile, and distribute materials of various committees for Student Affairs; as well as for BOT Standing Committees as assigned.

• Maintain website updates and Student Affairs Instagram account as necessary.

• Process division check requests, requisitions, payments, and track all budget line items for the Division of Student Affairs.

• Assist in the coordination of various programs (e.g., full-day staff retreats, departmental meetings, end-of-year banquets/awards events, etc.).

• Serve as a Campus Security Authority for Clery reporting purposes and a Responsible Employee for Title IX reporting purposes.

• Hire, train and assigns work to student workers; and

• Perform other related duties as assigned.

SCOPE:

• Interact regularly with all members of the University community; and

• Interact with parents, mainly through phone contact.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS: The mental demands described are representative of those that must be met by an employee to successfully perform the essential…