Senior Administrative Specialist, Student Affairs

Description

Under minimal supervision, performs highly responsible administrative assistant duties for a vice president; exercising discretion and independent judgment in interpreting College policies, procedures, and practices, as it relates to Student Affairs.

Examples of Duties

A. Prepares and/or oversees the initiation of correspondence, records, reports, lists, forms, tables, and graphs, independently from a wide range of subjects for administrators' or own signature and on the basis of brief notes and executes related clerical responsibilities.

Provides administrative support to the Vice President for Student Affairs. Prepares agendas, compiles and disseminates meeting minutes. May take and transcribe complex dictation, minutes of meetings and possibly testimony at hearings.

B. Assists with commencement arrangements as well as with apparel for students, faculty, administrators, and Board of Trustees, including inventorying, ordering, and distributing. Provides support for general commencement details.

C. Corresponds with students regarding various topics, including but not limited to commencement arrangements, mandated state and federal reporting requirements, Graduate Review Petitions, Enrollment Status Requests and other messages originating from the Vice President for Student Affairs that may impact the student body.

D. Serves as a backup administrator of the Maxient conduct manager software for student incidents, Code of Conduct, Title IX and Behavioral Intervention Team (BIT) reports and provides an annual summary to be included in the Clery Report.

E. Assists the Vice President for Student Affairs and Chief of Police with reporting campus crime statistics to the Department of Education and making the information available on the college's webpage.

F. Performs customer service duties; answers telephone, greets visitors, arranges appointments, and directs telephone and personal callers to proper parties; coordinates room reservations and related activities; and may disseminate department or institution information. Orders office supplies and distributes incoming mail.

G. Anticipates and initiates actions regarding departmental operations while maintaining confidentiality relating to board material, student legal matters and other college affairs.

H. Provides administrative support to Phi Theta Kappa advisors and serves as lead administrator to maintain student membership data in Colleague.

I. Assists with developing a budget and maintaining records for the department or division; gathers information for supervisor decision making; order supplies and capital items as needed. Makes minor and/or preliminary decisions regarding administrative detail using judgment-based knowledge of college policies and procedures.

J. Prepares and reviews Board materials for approval by the Vice President for Student Affairs.

Minimum Qualifications

A. High school diploma or equivalent with additional specialized or technical training courses required.

Associate's degree/Vocational certificate in a professional, specialized, trades or general field preferred. Bachelor's degree with knowledge of specialized principles or techniques normally obtained through a four-year college/university academic program or equivalent in-depth specialized training directly related to the type of work being performed is desirable.

B. At least three to seven years of related work experience required.

C. Computer experience using Microsoft Office or comparable applications required.

Able to use the telephone, voicemail, and email; able to manage files and perform basic functions with the current operating system; able to create, format, edit documents and spreadsheets; able to merge documents; able to create and use labels with envelopes; able to create, format; able to create data bases; able to download data bases into applications to create reports; able to create queries and extricate information for reporting. Certification as Microsoft Office Specialist in appropriate applications or demonstrated equivalent skills required.

D. Excellent oral and written communication skills required.

E. Demonstrated proficiency in English required.

F. Ability to communicate in other languages desirable.

Supplemental Information

Minimum hourly rate: $20.72/hr.