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Administrative Specialist - Student Involvement

Employer
University of Puget Sound
Location
Washington, United States
Salary
Salary Not specified
Start date
Jul 29, 2021

View more

Position Type
Administrative, Student Affairs, Student Activities & Services
Employment Level
Administrative
Employment Type
Full Time
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Administrative Specialist - Student Involvement & Programs
University of Puget Sound
Job ID: 5905
Location: Student Involvement & Programs
Full/Part Time:
Regular/Temporary: Regular

Staff Posting Details
Appointment: Regular, 0.875 FTE

Position Summary:

The administrative manager provides budgetary, programmatic, and project support to a multi-department office including Orientation, Greek Life, Wheelock Student Center, Puget Sound Outdoors, Student Programs and others. The person in this position must be adaptable, able to work in a fast-paced environment, and provide creative solutions.

Essential Job Functions and Responsibilities:

Office Manager (50%):
  • Provide Administrative Assistance to:
  • Associate Dean of Students for Student Involvement, Programs
  • Director of Student Involvement & Programs
  • Assistant Director of Student Involvement
  • Associate Director of Orientation
  • Director of Student Programs
  • Associate Director of Civic Engagement & Leadership
  • Manages office reception protocols and policies
  • Ensure daily telephone, in-person, and electronic inquiries from students, parents, other staff members and departments for Orientation, Wheelock Student Center, Student Programs, and Student Involvement (Greek Life and Puget Sound Outdoors) are answered appropriately.
  • Responsible for fielding questions about all areas of Student Involvement & Programs including information related to programs and events, general questions about Puget Sound, and parent/guardian inquiries about their student's needs.
  • See supervisory responsibilities
  • Develop charts, fliers, manuals, forms, merge documents and letters, labels, nametags, etc.
  • Take and distribute minutes at departmental meetings and Union Board meetings.
  • Tabulates surveys and evaluates results.
  • Maintains databases and files for Student Involvement (including Greek Life and Puget Sound Outdoors) to include annual archiving, rotating and shredding files. Utilizes and enters data for Orientation registration database.
  • Coordinates supply inventory/ordering/storage.
  • Collaborate with staff members across campus, included but not limited to, the Registrar's Office, Facilities Services, Division of Student Affairs, Student Financial Services, Finance, Admissions, and Dinning and Conference Services
  • Manage directors' calendars
    • Regular and predictable attendance is an essential function of this position.
    • Other duties as assigned

    Budget Manager (50%):
    • Budget manager for Orientation, Union Board, Information Center, Student Programs, and Student Involvement (including Greek Life and Puget Sound Outdoors). Administer such budgets in consultation with the Directors of those departments.
    • Maintains receipts, records income/expense, and reconciles through preparation of Fall/Spring BVRs for:
    • Civic Engagement & Leadership
    • Orientation
    • Student Programs
    • Puget Sound Outdoors
    • University Performing Arts/University Cultural Events
    • SIP, Wheelock Student Center, Wheelock Info Center
  • Maintains receipts and records income/expense to:
  • Passages Equipment Fund, Expeditionary, Climbing Wall
  • Leadership Development Engagement, Tutoring Program
  • Greek Life Programming
  • Union Board
    • Manage Departmental Procurement Cards
    • Collect and upload receipts, enter description, account coding and USE tax for,
    • One personal and 6 director's Procurement Cards
    • 26 Puget Sound Outdoors/Orientation cards used as follows:
    • 1 assigned to Orientation Coordinators for summer use
    • 25 additional used during Orientation
    • Up to 7 cards assigned to Student Staff during academic year (including Information Center, Trip Coordinators, Expeditionary Mgr, Bike Shop Mgr and Climbing Wall Leaders)
  • Daily check-in/out (ensuring all necessary documentation has been submitted) of 8 cards used during academic year to support PSO trips - checked out by trip leaders
    • Departmental Contracts
    • Prepare performing artists, guest speakers, outsourced services contracts and travel arrangements as needed.
    • Including
    • Orientation Immersive Experience Community Partner Contracting
  • Orientation Leader Agreements
  • Puget Sound Outdoors Contracts

  • Supervisory Responsibilities
    • Responsible for supervising two Office Assistants, one Greek Life Assistant and two Finance Managers.
    • Supervisory duties include assigning/overseeing/directing work, onboarding and continued coaching, conducting performance reviews, responding to complaints and taking action, developing staffing schedules and approving timesheets and providing continued education/leadership opportunities.

    Qualifications:
    • High school diploma or equivalent (some college preferred) with 5 years of administrative support. Equivalent combination of education and experience considered.
    • Familiarity with higher education and student life
    • Bookkeeping experience with a general understanding of GAAP
    • Competent with PC platform, Microsoft Office (with emphasis on Word, PowerPoint, Excel, and Outlook) and social media platforms
    • Multi-line telephone experience
    • Supervisory experience preferred
    • Webpage development
    • Time-management skills
    • Excellent customer service skills
    • Ability to respectfully work, communicate and provide leadership within a diverse campus community

    Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

    Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits

    Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

    Required Documents:
      Resume Letter of Interest

    Applications submitted without the required attachments will not be considered.

    All offers of employment are contingent on successful completion of all required background checks and if applicable for the position, drug screen, physical test and functional assessment. All new hires will be required to submit proof of COVID-19 vaccination or approved exemption.

    Diversity Statement:
      We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

    Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

    The University of Puget Sound is an equal opportunity employer.


    How to Apply
    For complete job description and application instructions, visit: www.pugetsound.edu/employment

    About Puget Sound
    Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

    As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA





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