SUMMARY OF RESPONSIBILITIES
The Administrative Specialist is responsible for providing routine administrative support work to the division of Student Services at the direction of the Dean of Students and at times the Assistant Dean of Students. Work involves providing administrative support including disseminating information, assisting with maintaining filing systems, preparing and editing reports and documents, and referring parents, students, and guests to appropriate departments.
- Demonstrate a high degree of availability and accessibility to students during posted University hours.
- Maintain high level of confidentiality regarding student, departmental, divisional, and University information and activities when appropriate.
- Process Health Forms & Meningitis records.
- Process housing and meal plan applications.
- Provide coordination in the management of student records, housing assignments, and Greek life.
- Coordinate efforts with appropriate Student Services staff and other campus departments to assure timely resolutions to effectively handling misconduct, emotional disturbances, and other community concerns.
- Assist in the planning and development of departmental guidelines to support organizational management.
- Participate in all leadership training opportunities for Student Services staff.
- Support or coordinate Students Services and other university division programming or event requirements as assigned.
- Attend events and provides onsite support of university programs facilitated by Student Services as assigned by the Dean of Students.
- Report maintenance and custodial concerns regarding the Student Services office electronically in a timely manner.
- Be a resource for all Residence Life/University constituents: respond to concerns, questions, and other issues from students, parents, University officials, and others in a positive, professional manner that supports the University, its vision, and mission.
- Develop and maintain positive and productive working relationships with facility services, food service, and security personnel.
- Assist the Director of Residence Life and Assistant Director of Residence Life in implementation of housing registration, housing assignments, opening and closing the residence halls, and room changes/consolidation.
- Serve as a means for students to learn about campus and community resources.
- Support and work with all areas of Student Services with special tasks, projects, and duties as assigned by the Assistant Dean of Students, or the Dean of Students.
- Assist in the development and implementation of the mission, goals, principles, strategic direction, and evaluation of Student Services.
- Responsible for correspondence for the Dean of Students.
- Maintain appointment schedules as needed for the Dean of Students and Assistant Dean of Students.
- Meet and greet visitors to the office, receive and route calls, take messages as necessary.
- Perform word processing, data entry, filing, and general clerical duties.
- Set up database tables and spreadsheets using Microsoft Office programs.
- Assist in maintaining and updating Jenzabar modules relating to Student Services.
- Help prepare the Student Handbook and University calendar.
- Process Student Services purchases, expenses reports, check requests, amazon account, and other budget related activities.
- Supervise, train, set schedules, and verify timecards for work study students.
- Keep up with all maintenance for office equipment.
- Order and maintain supplies for Student Services.
- Coordinate the meal arrangements with Aramark for special events and meetings.
- Pick-up, separate, and distribute mail.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED
- Two years clerical experience.
- Accuracy and attention to detail.
- Ability to perform several tasks concurrently with ease and professionalism.
- Ability to use sound judgment, maturity and responsibility when dealing with a variety of persons in a public relations capacity and sensitivity to student needs.
- Exceptional organizational skills.
- Ability to communicate effectively, both orally and in writing.
- Knowledge and proficiency in use of general office equipment and software, including word processing, spreadsheets, and access.
- Must have excellent problem-solving skills.
- Understanding of issues of diversity; demonstrated leadership and effectiveness in promoting respect and appreciation for diversity among students and staff.
- Ability to work occasional weekends.
ADDITIONAL QUALIFICATIONS – (Ex. Prior experience working in a professional office (i.e., law firm, accounting firm, or private, nonprofit, higher ed experience, etc.)
- Bachelor’s degree and/or some college or equivalent experience.
- Residence Life or Student Activities experience preferred.
- Knowledge of student and/or human development strongly desired.
- Experience working with Jenzabar software.
- Experience in developing and implementing staff supervision.