Administrative Assistant - Student Affairs

Provides essential office and administrative support for a high traffic student-facing department within student affairs, ensuring the efficient operation of systems and processes for a positive student experience. Coordinates and executes various student programming events, including initiatives that provide financial and material support to students in need.

Work Days: Monday-Friday
Shift Start/End Time: 8:30 am-4:54 pm
Hours Per Week: 37
Weeks Per Year: 52

Pay Status and Classification: Non-exempt, Regular full-time. This position is not eligible for relocation assistance or visa sponsorship.

Work Location: This position is an onsite role and is not eligible for a hybrid work schedule.

Supervisor: Head Class Dean

Essential Responsibilities and Duties:

• Office Support & Customer Service: Provide front-line support for the four Class Deans and the Coordinator of International Student Services, including greeting visitors, directing calls/emails, and managing appointments. Serve as a calm, professional contact for students, families, faculty, and staff, using sound judgment to de-escalate situations and determine when to handle matters directly versus escalate.

• Student Employee Management: Oversee the full student-worker employment cycle (posting, hiring, payroll), including onboarding/training on procedures, customer service, and confidentiality. Build schedules, supervise performance, and serve as the primary point of contact for day-to-day questions, escalating complex issues as needed.

• Student Support Collaboration: Coordinate with Wicker Wellness Center, Civil Rights/Title IX, and Class Deans on notifications for student absences, leaves, and related concerns. Support withdrawal/return procedures and serve as a Designated School Official (DSO) for international student check-ins and travel signatures. Provide project support for Student Affairs.

• Administrative & Finance: Order supplies; support Class Deans with managing data via Slate/Qualtrics; process payments and reconcile transactions in Workday; assist with onboarding new employees; manage office social media content.

• Student Programming & Support Initiatives: Participate in regular planning meetings; coordinate program logistics (space, transportation, catering, bids). Help manage the New2U Community Closet, Persistence Emergency Fund, food pantry, and kitchen supply lending pantry, including operations, inventory, and staffing these programs with trained, discreet student employees.

Qualifications:

• Associate’s degree and three to five years of administrative experience, or a combination of relevant education, training, certifications, and/or work experience. Experience working in a higher education and a small liberal arts environment is preferred. 

• The applicant must be a U.S. citizen or permanent resident to fulfill the role of DSO, in compliance with federal regulations.

• Extensive computer skills such as working knowledge of Microsoft Office, especially Excel, Google Suite (Gmail, Google Calendar, Google Docs, etc.) with a demonstrated ability to learn new systems quickly. Experience with customer relations management (CRM) systems (e.g. Slate, Colleague) preferred.

• Experience using or ability to learn scheduling, catering, and survey software i.e. 25Live, Catertrax, Qualtrics. 

• Exceptional interpersonal and communication skills informed by a deep cross-cultural understanding. 

• Ability to work onsite in an office environment including the ability to stand and sit for extended periods. 

• Ability to exercise exceptional judgment, ensure strict confidentiality of sensitive and protected student information, and demonstrate outstanding professionalism in a range of situations. 

• Ability to support in calming and deescalating students, parents, or others in high stress situations.

• Ability to think critically, adjust accordingly and escalate when appropriate.

• Ability to work independently under general supervision in a flexible work environment, take initiative on projects, and prioritize competing demands.

• The ability to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, faculty, and staff colleagues.

• Able to proactively identify a