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Job Description Summary

Performs a variety of confidential administrative and support activities, and analyzes and anticipates the needs of the Senior Vice President for Student Life and Dean of Students. Responsible for the coordination of several major College programs for which the Office has responsibility such as graduation logistics and communications, New Student/Parent Orientation, Family Weekend, Accepted Students’ Day, Open Houses, additionally assisting the SVPSL/Dean with monitoring tasks and timetables for planning and other special projects.

The Assistant often uses their own discretion and independent judgment, which involves considering, comparing, and evaluating different courses of action before deciding or recommending a decision regarding the completion of their duties. Readily responds to student and parent inquiries on sensitive topics and requests, inputting into Maxient software for case management. Advises and assists other Student Life staff on appropriate College procedures.

The Assistant works in a fast-paced environment and must possess high energy and enthusiasm, have excellent judgment and understand the critical priorities and tasks of the Senior Vice President. This position is required to work evenings and/or weekends during peak times or for special events as needed and monitors email communications during these times as well.

Job Description

DUTIES AND RESPONSIBILITIES:

Note: The following duties are illustrative and not exhaustive. Responsibilities may evolve based on organizational needs, and similar or related tasks may be assigned as necessary. Management reserves the right to assign additional duties as required.

• Prioritizes and arranges meetings, conferences, and appointments on behalf of the Senior Vice President. Collects and creates required materials and briefings. 
• Anticipates the needs of the Senior Vice President and exercises judgment to determine items of highest importance for Senior Vice President’s attention. Opens, reviews, routes, and tracks incoming correspondence. Answers inquiries and composes correspondence on own initiative.
• Provides coordinating assistance with major Student Life events such as Orientation, Family Weekend, Accepted Students Day, annual Open Houses, Commencement, Student Leadership Awards, and other special events as assigned.
• Organizes people and activities to manage and conclude projects, coordinating schedules and tracking progress and results.  Keeps projects on schedule.  Handles a large volume of detail work.
• Provides information through research, data retrieval, compiling and/or tabulating statistics, and organizing/presenting the information in useable and understandable formats. Prepares and proofreads reports and charts. Analyzes data in order to formulate recommendations for management.
• Plans and coordinates meetings and events, including but not limited to drafting agendas and meeting materials, proposing attendees, inviting attendees and tracking responses, reserving rooms, arranging for meals and/or refreshments, verifying that necessary equipment is available and operational, and participating in and staffing meetings as needed. Take and prepare minutes of meetings.

• Manages "Call to Artists" with local community organizations as assigned by the SVPSL/Dean. Communicates to campus body via Ringling email, Facebook, Portal Messages and coordinates student participation. Monitors student correspondence with community members for events of this nature.   Assists as liaison for students and community networks as needed.
• Staff liaison in assisting and implementing monthly meetings and communications for commuter and non-traditional students.
• Facilitates the success of events by scheduling events with appropriate offices and organizations, advising/contacting participants or invited guests, preparing agenda and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during events.
• Provide support for the SVPSL/Dean’s membership on institutional committees and appointments.
• Maintain budget and expense information for projects and special accounts.  Provides recommendations regarding the development and management of budgets, maintaining budget records, reconciling and verifying vouchers and receipts, producing financial reports and summaries, tracking expend