Administrative Assistant

The Administrative Assistant to the Dean of Students plays a critical role in supporting the administrative functions of the Deans office, ensuring smooth operations, and providing exceptional service to students, faculty, and staff. This position involves managing a variety of office tasks, assisting with student-related services, maintaining schedules, tracking budgets, organizing events, and handling confidential and sensitive matters with discretion. The ideal candidate will be highly organized, detail-oriented, and adept at multitasking in a dynamic and online student-centered environment.

Administrative Support:

• Provide administrative support to the Dean of Students, including managing the Dean's calendar, scheduling meetings, and coordinating appointments.
• Handle incoming calls, emails, and other correspondence, directing inquiries to the appropriate department or individual when necessary.
• Prepare and organize materials for meetings, presentations, and reports for the Dean.
• Maintain and update student records, files, and databases, ensuring accuracy and confidentiality.
• Draft, proofread, and edit communications, memos, departmental newsletter, annual reports, and correspondence for the Dean.

Student Services and Support:

• Serve as the first point of contact for students seeking assistance or guidance related to student services, academic concerns, or campus resources.
• Assist in the coordination of student conduct hearings and other student-focused meetings.
• Provide information about campus policies, programs, and services to students, faculty, and staff.
• Manage student requests for accommodations or special considerations in coordination with other campus departments.

Event Coordination and Planning:

• Assist in organizing events, workshops, orientation programs, and student activities sponsored by the Deans office.
• Coordinate logistics for meetings, student forums, and community outreach events.
• Prepare event materials, including invitations, agendas, and promotional materials, and handle event registrations or RSVPs.

Office Management:

• Maintain office supplies and manage inventory to ensure the smooth operation of the Dean's office.
• Oversee the office's day-to-day operations, including managing office equipment, filing systems, and incoming/outgoing mail.
• Monitor and ensure the proper functioning of office technologies (e.g., phone systems, computers, printers).
• Prepare and process purchase orders, travel arrangements, and expense reports for the Dean and other staff members.

Data Entry and Reporting:

• Track and document student-related incidents, concerns, or requests, and maintain records for follow-up or reporting purposes.
• Assist with compiling data and reports for institutional assessments, accreditation, or strategic planning initiatives as required.
• Support the Dean in collecting and analyzing student feedback and survey data to improve services and support.

Confidentiality and Sensitivity:

• Handle sensitive and confidential information, including student records and disciplinary matters, with discretion and professionalism.
• Provide empathetic support to students during difficult or crisis situations while maintaining confidentiality and adhering to privacy laws and institutional policies.

Collaboration and Communication:

• Collaborate with other administrative staff, faculty, and campus departments to ensure seamless service delivery to students and the campus community.
• Assist with communication efforts by distributing updates, newsletters, or notices to students and staff.

Required Education:

• Associate's degree or completion of program of 18+ months after high school.

Required skills, knowledge, abilities:

• Excellent organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively.
• Strong communication skills, both written and verbal, with the ability to interact professionally with students, faculty, staff, and external stakeholders. Ability to maintain a high level of confidentiality and handle sensitive matters with discretion and tact.
• Proficiency in using office equipment and technologies, including phone systems, copiers, and video conferencing tools.
• Ability to work independently, as well as part of a team, in a fast-paced environment.

Personal Attributes:

• Detail-oriented, proactive, and dependable.
• Empathetic and supportive, with a passion for helping students succeed.
• Flexible, adaptable, and open to learning new skills or taking on new responsibilities.
• Strong problem-solving skills and the ability to navigate complex situations with professionalism and patience.

1-3 years of relevant experience