Job Description

 

Title:	Administrative Assistant to Student Affairs
Announce date:	09/24/2024
Apply by date:	10/8/2024
Application status:	Reviewing Applications
Position type:	Full-time
Salary:	$38,500 per year

 

Working Hours:

Working hours for this position consists of a 7.5 hour period (between the hours of 8:00am and 6:00pm), exclusive of a 1/2 or 1 hour lunch.  These hours will be agreed upon by the supervisor and the employee at the onset of employment.

Note:  This position requires evening or weekend work on occasion with the employee having the option of working this time in addition to or in lieu of regular hours.

Summary: 

Provide administrative support to the Dean of Student Affairs, the Director of Accessibility Services and Student Behavioral Intervention, and to other individuals in the Student Affairs divisions as needed. Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Must be able to maintain confidentiality of student interactions and essential documentation.  Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision.

Essential Duties and Responsibilities:

1. Schedule appointments for staff and make reminder phone calls to students.  Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. 
2. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required. 
3. Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances. 
4. Serve as the recorder for the Care Team meetings to document essential discussion regarding student referrals and threat assessment.  Ensure that meeting discussions are held in confidence. 
5. Utilize the reporting software (Maxient) to track incident referrals and processes.
6. Handle confidential information such as but not limited to “Protection from Abuse Orders” (PFA’s), psychological evaluations, student appeal letters, and other sensitive student information.
7. Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitors division budget and expenditures to assure purchases are within the budget.
8. Perform essential division tasks as required utilizing the enterprise resource planning software (ERP – Ellucian Colleague) including but not limited to accessing student information, creating Dean holds, documenting student conduct records, processing invoices, reconciling budget entries. 
9. Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements. Attend to travel arrangements for the divisions as requested.
10. Maintain business relationship with the campus bookstore to initiate, track and submit commencement regalia orders and other commencement related expenses. 
11. Prepare divisional reports, board reports and grant reports as needed, within established deadlines.  Track annual unit reports and assessment plans.
12. Provide administrative support for weekly enrollment reports for the Student Affairs areas.
13. Maintain the Dean’s calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details. 
14. Prepare minutes, formal reports, and other documents for internal and external groups and organizations. Serve as the recorder and minute taker for the Campus Life Committee.   
15. Work with Accessibility Services staff to handle activities related to intake of students such as receiving confidential documentation, scheduling student appointments, and follow-up phone calls. 
16. Evaluate all incoming correspondence to determine which matters require the supervisor’s immediate attention. 
17. Assist and provide support for various special events, activities, assignments and projects as assigned including but not limited to the Annual Commencement Ceremony and New Student Orientation.
18. Maintain confidentiality in all matters related to the Student Affairs Office including organizational plans, student conduct records and related matters, salary and benefits, and personnel matters.
19. Collaborate with the Security Department in contacting students regarding Lost & Found items.
20. Follow the established College process for handling inquiries from law enforcement officials. 
21. Perform other job-related duties as assigned.

Supervisory Responsibilities:                                               

This job has no supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.     The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:                                               

Required:

• Associate’s Degree Required and a minimum of three (3) years of secretarial work as an administrative assistant in a professional office environment. Individuals without the above college requirements must have a high school diploma and six (6) years of full- time secretarial work as an administrative assistant in a professional office environment
• Must possess advanced computer skills and be proficient with standard office equipment.  Should possess knowledge of Internet software browsers.

Preferred:

• Experience working in an educational setting is highly preferred
• Experience handling budget reports, purchasing and invoices
• Experience in organizing special events
• Experience in managing confidential information
• Bilingual: English/Spanish

Computer Skills:                                               

To perform this job successfully, an individual should have proficiency with MS Office (Excel, Word, PowerPoint), Outlook, and Internet usage.

Other Skills and Abilities:                                               

Must possess excellent written and oral communication skills.

Must possess excellent interpersonal and organizational skills.

Communication Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of students, faculty or staff of organization.

Mathematical Skills:                                               

Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.

Reasoning Ability:                                               

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS:

https://www.racc.edu/about-racc/clery

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