Job Title: Administrative Assistant - Vice Provost for Student Affairs & Dean of Students
Classification: C5
Department: Student Services Dean’s Office
Updated: January 2019

Job Summary

Acts as a general assistant to the Vice Provost for Student Affairs & Dean of Students, performing administrative support, serving as a leader within the PSS staff of the office and an ambassador for the office. This position substantially contributes to the objectives of the Dean of Student’s Office as well as the Division of Student Affairs.

Essential Functions:

• Provides administrative and clerical support to the Vice Provost for Student Affairs and Dean of Students, with additional support to other members of the Dean’s staff. Generally assist the Dean in carrying out the Division operation responsibilities.
• Duties involve typing and proofing correspondence, memos and reports for the Dean; maintaining appointment calendar; scheduling meetings; opening mail; screening phone calls; responding by mail, phone or email to routine inquiries; maintaining files and ordering of supplies.
• Assists all drop-ins and acts as a gatekeeper and ambassador for the Dean of Students.
• Performs administrative work of a confidential nature for the Dean, and other staff at Dean’s direction.
• Coordinates responses to queries to the Dean of Students general email account and calls of concern that come into the office.
• Responsible for confidential employment hiring processes, including contracts and appointment letters.
• Provides administrative support for updating publications and web pages, and developing, updating and proofing brochures/newsletters as well as coordinating emails and mailings to students each semester.
• Provides administrative support regarding planning, implementing and staffing various major programs as directed by the Dean.
• Acts with high-degree of independence as liaison with internal and external contacts.
• Generates reports, correspondence, presentation materials and other materials using various software and systems.
• Works with Divisional Financial Manager and provides support for budget monitoring/reporting, purchasing, travel planning, and office supply management. Work includes: tracking budgets administered by the Vice Provost for Student Affairs and Dean of Students, and the Associate Dean, processing invoices for payment, managing receipts, and reconciling p-card statements.
• Utilizes Banner and acts as administrator for Advocate system, to obtain needed information for Dean, as directed by the Dean.
• Other duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor’s Degree.
• Higher Education work experience with specific experience working to support Student Affairs units on a college campus.
• Supervisory experience.
• 3-4 years of experience supporting a senior level executive.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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