Job Title: Student Life Assistant
Classification: C4
Department: Student Life Office
Updated: January 2019

Job Summary

Coordinates and provides support for student organizations and the Student Life Office.

Responsibilities

Essential Functions:

• Coordinates and oversees the Student Organization Administration System web based registration and budget system for student organizations.  Assists student organization leaders with their individual training and customer service to utilize this software system.  This system is integrated with the department web site, the on-line voting system, and the on-line conference registration system.  Assists student leaders with student organization e-mail accounts, blackboard accounts, and student organization web site development.
• Coordinates and oversees the University Events Calendar which is web based. Training is coordinated for administrative staff having direct access to the calendar. Monitors and approves event requests for the calendar. Assists in development of custom software applications for the calendar. Works closely with University Marketing in the coordination of calendar development.
• Responsible for monitoring departmental financial record system, reviews department budget reports and reconciles the reports with the department office’s records. There are 170 accounts that are departmental and student organization operational. Reviews budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, investigates billings, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Coordinates and reviews requests from student organizations and approves expenditures according to allocated funding. There are 134 student organization accounts that have an expenditure total of $800,000 per year. This position coordinates all the support services for student organizations for the expenditure of this funding. Utilizes the on-line purchasing system with maximum signature authority status.
• Responsible for specific projects/programs as assigned by the Director, Associate Director, or Assistant Directors which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
• Processes the work orders for department staff and student organizations for food services and media services, and facility services.
• Coordinates student staffing for the Student Life reception desk and Student Organization Center, maintains quality customer services, staff supervision, and provides training support services.
• Coordinates meetings and records for the Student Organization Review Board.
• Coordinates the contract process for sport club program coaches. Prepare appointment letters for Dean and coordinates travel and budget needs for sport club coaches. Coordinates memberships, conferences, fees, travel supplies, contracts, hotel, equipment rental, referee payments for sports club programs.
• Participates in department planning activities and assists with the development of department goals and objectives.
• Maintains and compiles and logically formats statistical data and reports.
• Coordinate clerical duties for employment search processes for department AP staff searches.
• Provides support to the Student Life Office, including scheduling and managing calendars for Director, Associate Director, and three Assistant Directors.
• Provides administrative assistance and staffing support for commencements.
• Coordinates extensive travel arrangements for student organizations.
• Coordinates the registrations and payment process for Alternative Spring Break Transitions Orientation Program, Greek Leadership Conference, Greek Week, and the Leadership Summit.
• Attends all major office and unit events.

Non-Essential Functions:  

• None

Required Qualifications:

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Typing and spelling competency.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills. 
• Demonstrated experience to successfully use a variety of computer software applications.
• 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 to successfully organize and prioritize workload.
• Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Preferred Qualifications:

• Bachelor’s degree.
• Higher education work experience.
• Supervisory experience.

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.

Back to C4 Position Descriptions