Office Assistant - Student Affairs
Job Title: Office Assistant – Student Affairs
Classification: C4
Department: Student Affairs
Updated: September 2022
Job Summary
Provide administrative and confidential clerical support for the Assistant Dean of Students, Director of Student Conduct and Conflict Resolution and Dean of Students Office, which includes planning, coordination, implementation of projects, events, and services.
Essential Functions
- Provides administrative and clerical support to the Dean of Students Office staff, specifically the Assistant Dean of Students and Director of Student Conduct and Conflict Resolution, including scheduling and managing calendars, correspondence, travel, and coordination and implementation of special programs.
- Generates reports, correspondence, presentations, and other materials using various computer systems including Outlook, Microsoft Office, Microsoft Teams, website content management system (CMS), and Maxient software.
- Coordinates logistics for meetings and programs including scheduling space, participant coordination, media equipment, food service, etc.
- Manages office supply inventory and purchases.
- Develops/maintains web pages and coordinates responses to office web inquiries.
- Completes projects as assigned by the staff which may involve planning, coordinating work, analyzing data, and/or preparing annual reports and assessments.
- Coordinates the student and alumni background check process for the Dean of Students Office and Office of Student Conduct and Conflict Resolution.
- Oversees all aspects of student employees including hiring, training, scheduling, supervision, and evaluation.
- Provides administrative support to Office of Student Conduct and Conflict Resolution and to the CARE outreach and coordination team.
- Other duties as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four 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 effectively.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
Not Applicable.
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.