Dean of Students Administrative Assistant

General Statement of Job

Assists the Dean of Students/Title IX Coordinator with administrative and clerical support, specific assignments, and special projects. Also, maintains official records and schedule for the Billingsly Student Center.

Specific Duties and Responsibilities

Essential Duties:

Maintains the highest level of confidentiality, as this area deals with sensitive information in a variety of areas (Title IX, Student Conduct, Counseling Services, etc.).

Provides exemplary customer service to all internal and external constituents.

Assists students to resolve issues of concern.

Prioritizes calls and visitors while promptly assisting with problems and requests.

Takes incoming calls and correspondence and responds independently when possible.

Provides front-line support to Counseling Services by checking in client and assisting with scheduling and rescheduling appointments in a timely, student-centered manner.

Prepares drafts and proofreads correspondence to include email, reports, and other documents as required, by utilizing word processing, database management and spreadsheets.

Schedules meetings, appointments and special events ensuring efficient utilization of leadership’s time.

Manages departmental calendar and independently schedules appointments.

Serves as receptionist for department (by telephone and in person).

Composes and prepares letters, meeting minutes, and various reports.

Prepares confidential correspondence, reports, and other complex documents.

Maintains the department’s website and coordinates all social media communications to ensure consistent, timely messaging.

Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.

Orders and maintains office supplies, and office equipment, as necessary.

Tracks and coordinates departmental and divisional budget information and compiles appropriate reports.

Coordinates all invoices for the department.

Coordinates internal and external reservations for the Billingsly Student Center (BSC) including but not limited to: courteously quoting accurate rates; inputting correct information of rental dates; ensuring availability of rooms in the facility, facilitating the coordination of room set up with the schedulers and physical plant staff; connecting schedulers to other university services such as catering, information technology, and physical plant; facilitating contracts (when applicable); ensuring payment verification; communicating confirmations, and maintaining records.

Serves as a primary user of the Event Management System, assisting with configurations for the campus community.

Coordinates weekly, monthly, and yearly facility events calendar; updates calendar as necessary.

Assists the other Dean of Students/Title IX Coordinator’s departments, as needed.

Contributes to the overall success of the Institution’s mission by performing all other duties and responsibilities as assigned.

Education, Experience, and Licenses

High School diploma or GED required. One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities