Administrative Support Specialist -New Student Programs & Orientation

The role of this position is defined and impacted by the mutual working relationship established with the administrator. ("right-hand" to the administrator) The Executive Assistant to the Director of New Student Programs and Orientation serves as the principle personal and administrative support. There are situations where incumbents functions as an assistant the majority of the time, but still have some responsibilities of an operational nature.

Work ranges from standardized office support assignments to performance of administrative duties involving decision-making and judgment. Public contact is a major component of positions, both internal and external to the organization. Work requires contact with program staff, managers of other units within the organization, representatives of other state agencies/universities, clients, service recipients, elected/appointed representatives, and the public. May coordinate business functions of the unit that include personnel administration, office coordination, budget monitoring, and management.

Manage and monitor a plethora of information impacting the director's responsibilities; establish and maintain paper and electronic files and records pertinent to the overall operation of New Student Programs.

Demonstrate an awareness of the programs, operational structure and director's scope of responsibilities.

Demonstrate working knowledge of policies, procedures, and processes required within the organization. Identify and resolve problems that would not require director's direct involvement.

Research and make recommendations for unusual situations.

Establish, develop, and revise work standards, internal operating policies, guidelines, and procedures that directly relate to the work unit. Provide management support to ensure adherence to work rules, standards and guidelines.

Knowledgeable of the link between the program and the organizational strategic plan.

Collaborate with clients/external vendors to execute program activities. Make decisions within the boundaries of established program policy and procedure. Follow up with colleagues and resource providers to resolve issues.

Primary Function of Organizational Unit

The primary purpose of the Enrollment Management Unit is to provide enrollment services to students. The Enrollment Management unit is comprised of the Office of Undergraduate Admissions, Student Financial Aid, Registrar's Office, New Student Programs, and Transfer Articulation. These offices are service unit of the Division of Academic Affairs.

The Office of New Student Programs is housed in Enrollment Management. The University is committed to the equality of educational opportunity and does not discriminate against applicants based on race, color, national origin, religion, gender, age or disability. Moreover, its doors are open to people of all races and it actively seeks to promote racial integration by recruiting and enrolling a larger number of white students, as well as other ethnic minorities.

New Student Programs exist to provide education, leadership, and professional development in the areas of college student orientation, transition and retention. The Office of New Student Programs diligently works to connect the diverse range of undergraduates to the University so all students achieve academic excellence and find opportunities for intellectual exploration and discovery.

Work Hours 8:00am to 5:00pm (Monday-Friday) Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.

Key Responsibilities and Related Competencies

Required Competency Program Knowledge Duties

Demonstrates the knowledge of the appropriate protocol, and specific preferences of the Director and department. Manage and monitor a plethora of information impacting the director's responsibilities; establish and maintain paper and electronic files and records pertinent to the overall operation of New Student Programs.

Demonstrate an awareness of the programs, operational structure and director's scope of responsibilities.

Demonstrate working knowledge of policies, procedures, and processes required within the organization. Identify and resolve problems that would not require director's direct involvement.

Research and make recommendations for unusual situations.

Establish, develop, and revise work standards, internal operating policies, guidelines, and procedures that directly relate to the work unit. Provide management support to ensure adherence to work rules, standards and guidelines.

Knowledgeable of the link between the program and the organizational strategic plan.

Collaborate with clients/external vendors to execute program activities. Make decisions within the boundaries of established program policy and procedure. Follow up with colleagues and resource providers to resolve issues.

Required Competency Budgeting Duties

Manages the overall budgets for the department by reporting expenditures and allocation of funds and sources on a regular basis to the Director. Advises units in the department on fiscal matters such as budget planning, budget analysis, and funding sources.

Maintain financial databases, schedules, and reports. Ensure accuracy of data and budgeting. Monitor and reconcile departmental budgets monthly to track travel and office expenditures.

Complete and submit appropriate budget forms accurately and in a timely manner. Gather, organize and analyze program/project information, data and/or financial information. Review, examine and prepare required documents.

Make recommendations based on the results of that information. Advise and educate NSP management team leaders on fiscal matters. Manage the overall budget for the Executive Director by reporting expenditures and allocation of funds and sources on a regular basis.

Required Competency Communication-Written Duties

Independently researches, develops, and composes presentation and meeting materials for the Director in a variety of settings. Provide leadership for temporary staff/student employees in the coordination of new student programs, events and activities.

Screen calls and visitors to determine appropriate course of action. Screen and interview applicants/student employees with selection recommendation reviewed mainly to ensure consistency with applicable policies and procedures. Interact and communicate with a strong degree of judgment and discretion.

Review/approve all leave requests for temporary employees/student employees. Serve as a member of the programs/project planning team and assist in developing project solutions. Serve as a team leader and promotes program goals and objectives. Perform related administrative duties including coordination with management team leaders.

Required Competency Planning and Organizing Work Duties

Plans and organizes departmental annual events on behalf of the Director. Plan and organize conferences, staff retreats, and/or annual events for work unit.

Motivate and encourage temporary staff/student employees through the explanation of changing priorities, organization, or processes. Maintain director's calendar, track and monitor pending issues for follow-up; organize and assimilate documents for meetings. Plan work operations for temporary staff/student employees; establish priorities, set deadlines, within established goals and objectives. Modify or change work assignments, workflow or procedures to insure effective performance of all duties and delivery of services based on changing needs.