Student Activities Administrative Assistant

TITLE:                                Administrative Assistant

REPORTS TO:                   Director of Student Activities

STATUS/HOURS:             An average of 20 hours/week.  Schedule may vary according to departmental and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

 Location

BiWkly (Hourly)

Regular

Part-Time

Academic Year (40 weeks)

Staff

Student Activities

On-campus

 

Position Purpose

Assists the Director of Student Activities by providing a wide range of administrative support for the department.

Job Responsibilities

• Serving as department receptionist, managing incoming phone calls and greeting guests
• Providing general office support for the Director
• Responsible for communicating with multiple departments regarding events, student clubs and organizations
• Assisting Director with office procedures and special projects as necessary, including communicating effectively about needs and concerns, reviewing and discussing procedures, and proposing ideas and creative solutions to problems
• Performing routine office duties including filing, archiving, copying, scanning, managing and ordering office supplies, maintaining office equipment and providing general administrative support for other staff members in the Student Activities Department
• Provide support to the student funding committee by maintaining accurate records, communicating new requests with the committee, and informing the requestor of the committees decision. 

• Maintain up-to-date club information in database, and enter new and approved club requests into database specifically tracking student leaders and advisors
• Run various club reports for IA, DOS, DOF, Principal, finance etc.
• Coordinate club travel, including, air fare, ground transportation, and hotels
• Ensure that the DOS, Campus Safety and Health Center are kept up-to-date on club travel
• Ensure that the advisers have the updated emergency protocols
• Maintain event calendar and ensure accuracy of Student Activities section,on Exeter Connect and myExeter
• Submit work order for the maintenance of the Elizabeth Phelps Academy Center in conjunction with the Facilities Management Department
• Ensure that rooms are unlocked and tidy in the Elizabeth Phelps Academy Center and ready for use
• Reconcile department credit card

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.

• Proficient in MS Office.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.

Direct/Indirect Reports

None.

Position Requirements

Education

• High school diploma or GED required.
• Some college experience preferred.

Experience

• 2 - 3 years’ relevant experience.
• Experience working with adolescents in an educational setting preferred.
• Experience with the following applications preferred: Informer, Colleague, Concur, Formsite

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually).