Office Assistant - Dean of Students

Embry-Riddle Aeronautical University
Arizona, United States
Salary Not Specified
Feb 17, 2021
Employment Type
Full Time
Job Description

Embry-Riddle Aeronautical University’s Prescott, Arizona campus is hiring an experienced Office Assistant to support the Dean of Students Office. Embry-Riddle's Prescott Campus is respected worldwide for cutting-edge instruction and training for tomorrow’s aviation, aerospace, security and intelligence leaders. Prescott is a mile-high city and its climate reflects seasonable weather excellent for flying. Daytime averages are 80°F in the summer and 45°F in the winter. At 5,000 ft. above sea level, it boasts a mild climate, clean air, pristine wilderness areas, and nearby national forests. The university is a small, private, residential university in the mountains of Arizona with approximately 3,500 students. Staff/faculty/student interaction is highly valued and is a central theme of our campus. It is located 100 miles north of Phoenix and 120 miles south of the Grand Canyon.

The Office Assistant is responsible for oversight of budget(s) for the Dean of Students Office while working to meet the goals and objectives of Embry-Riddle Aeronautical University. This position is responsible for assisting students (and their families) and assuring their often sensitive issues are addressed in a confidential, responsible and fair manner; reviewing and analyzing the budgets under the responsibility of the Dean of Students; and supervises the DOS support staff (student worker(s)), updates the information for the Student Handbook, Student Life-related catalog, and DOS-related website pages. This position assumes all normal Office Assistant duties (phone, copy, calendar/scheduling meetings, etc.).

  • Responsible for the overall management of a key administrative office on the Prescott Campus. This position provides executive level support to the Dean of Students and the department of Student Life including Department of Housing, Student Activities, Wellness Center, Counseling/Chapel, Women’s & Diversity Center, and Student Veteran’s Organization. The Dean of Students Office is core to student retention and success of the current student body.

  • Evaluate student issues to solve student concerns or direct the student to the appropriate campus resource. Examples include approving absences from class, parental concerns, wellness checks and support for disciplinary matters. Situations often include responding directly to students and/or parents, to deflect student issues from faculty, directors and other Student Affairs staff on behalf of the Dean of Students. Ensure confidentiality is maintained as necessary for students, faculty and staff in a variety of private and delicate situations.

  • Provide supervision and leadership to student employees. Train and supervise student employees on office procedures, special projects and assignments. Approve time sheets, schedules and time off.

  • Update and maintain department website as needed. Responsibilities include reviewing periodically throughout the year and working with/ directing IT Web Support to make website changes.

  • Collect and analyze Budget Summary Reports each month from Dean of Students budget responsibility areas. Make recommendations to Dean of Students for six departments as it relates to budget. Provide support to directors and/or staff as needed.

  • Represent the Dean of Students Office at campus meetings as needed. Receive training, provide input, and report on status that include budget preparation, town hall meetings, campus community-related meetings, orientation, website meetings and student focused meetings like SGA Chats.

  • Access Campus Solutions computer system to retrieve student information such as contact information, class schedule, conduct issues, GPA/CGPA and verify FERPA permission.

  • Serve as information resource to the campus and a point of contact for parents, students and other faculty/staff members.

  • Schedule and attend Dean of Students Staff Meetings, maintain and distribute meeting minutes. Maintain updated rosters of Students Affairs staff emergence phone numbers, birthdays and other appropriate personnel information. Purchase supplies and equipment for office. Ensure copier, water dispenser and other office equipment are properly maintained.

  • Student Life Manuals Updates: Emergency Procedures Manual – involves maintaining current procedures and information, updating phone numbers, names, locations, etc.; Strategic Plan – Support the Dean of Students with the creation, format and publication; Assessment Plan – Support the department with Assessment planning.

  • Represent the Student Life Department or University/Campus Committees: Orientation Committee – oversee parent track; OctoberWest – oversee volunteer recruitment; Food Service Committee; Other Committees as assigned (short term).

  • Assist Student Government Association with election packets. Minimal involvement.

  • Supervise publication of Student Handbook to ensure compliance with Department of Education requirements of FERPA, notification to students of Disability Support Services, Standards of Conduct, Campus Policies and Procedures, Student Rights and Responsibilities, Student Appeals Process, Housing and Residence Life Policies, etc. Process includes reviewing manual to update the policies, personnel locations and phone numbers, circulate sections of the book among the departments to ensure the most up-to-date and accurate information is submitted to the publisher. Coordinate distribution of handbooks to students through the website and apps. Work with IT on website and updates to keep current information visible to campus and community at all times.

  • Assign tasks to student employees and provide input to performance evaluations. This often requires teaching student employees how to do the assigned tasks. Create the necessary work area, provide the tools needed to accomplish the work.

​ERAU benefits include:

  • Retirement Plan - ERAU offers immediate vesting and provides a 6% gift and will match up to 3.5% of employee contributions

  • Two BC/BS health plans – PPO and high deductible plan with a health savings account

  • Tuition waivers for employees, spouses, and dependent children will cover one undergraduate and graduate degree per person

  • Use of various campus services: fitness center, library, mail room and enjoy observation flights

  • H igh school (or GED) level ability in spelling, grammar, basic composition, and math.

  • Required skills, knowledge, abilities: Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.

  • Minimum of three to five years of related work experience

  • Prefered: Bachelor's degree and Notary Public