Administrative Assistant, Student Affairs

Summary and Scope of Position:

 

The Administrative Assistant is a full-time position that manages the general operations of the Student Affairs office, including phone calls, email communications, appointments, and data management. The Administrative Assistant is responsible for data processing activities to assist with enhancing student experience and supports the AVP/Dean of Students, Residence Life, Student Conduct and Title IX, and Student Engagement. 

 

This position manages data for the Student Affairs division, including but not limited to; Colleague, StarRez, and Maxient. The role will create and maintain reporting dashboards for professional staff and provide meaningful summaries of the data for the purpose of reporting metrics on programming, community standards, and housing.  This role will also work closely with Residence Life to ensure the accuracy of student housing data. The position reports directly to the Associate Vice President for Student Affairs & Dean of Students.

 

Specific Responsibilities:

 

Provide administrative support to Student Affairs:

• Answer and triage phone calls, greet and assist visitors to the office
• Create a welcoming atmosphere for the Student Affairs suite
• Schedule appointments, meetings, and conferences
• Provide administrative support around the timely and accurate submission of documentation, including credit card reporting, invoices, and receipts
• Provide support for student affairs and other college events as directed 
• Ensure office environment and procedures are well maintained 
• Hire, train, and supervise student workers in Student Affairs suite, as needed
• Book meeting spaces and related technology
• Coordinate IT and facilities workorders, as needed

 

Provide technical support on Student Affairs software platforms and data management: 

• Ensure quality and accuracy of data within Colleague, StarRez, and Maxient
• Process data, prepare and disseminate reports to senior leadership in Student Affairs 
• Provide support to the Residence Life for housing selection and records, and address student inquiries and concerns related to housing and residence life when needed
• Process room changes, damage charges, key requests, at the direction of Residence Life
• Provide support for Student Affairs operations including, but not limited to,   scheduling, credit cards, budgets, student conduct process, student leadership recruitment, and professional searches 
• Generate annual reports, goals and assessment documents and metrics under guidance of the AVP
• Assess, improve, and maintain the operational and technical aspects of student information data, focusing on best practices in technology utilization and limiting manual processes when possible 
• Participates in and assists with special projects at the discretion of the AVP 

 

Qualifications:                                                                                                                                     

• Bachelor’s degree preferred 
• Experience in higher education setting
• This position demands flexibility and excellent communication skills, especially as it interfaces with campus and external parties (parents, alumni and community visitors) 
• Proficient with Microsoft Office suite
• Experience using Colleague, StarRez, or other student information systems, or relevant experience that indicates and aptitude for learning these systems.
• Excellent organizational, and multi-tasking skills and motivated to take initiative and continue learning.
• Ability to produce results under tight deadlines with multiple priorities.

 

Other Duties:

 

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position.  They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

 

Job responsibilities and activities may be modified or changed at any time with or without notice.  Job descriptions will be audited periodically by the Ursinus Human Resourc