Administrative Assistant to the Dean of Students

Status: Non-Exempt

Purpose: To provide administrative support services to the Dean of Students and the Mount Violence Prevention Coordinator, with support for Commencement activities, BeConcerned food pantry visits, emergency fund monitoring, eCampus Book support, Professional Allies Meetings, Care Committee meetings, and other student life initiatives and programs of the Student Affairs Office. This position requires initiative, professionalism, and high levels of integrity and confidentiality. This person is responsible for handling sensitive and confidential material as it relates to administration, faculty, staff, and students. It is also a customer-facing position working with students and family members as we assist with information and resources for student success from orientation to graduation. It requires an employee who can make independent decisions when necessary and work without close supervision.

Duties:

• Efficient and sensitive handling of all office tasks as they relate to the Dean of Students, Mount Violence Prevention Program Coordinator, and operations of the Office of Student Affairs
• Screen and direct all calls and visitors with discretion and courtesy
• Determine nature of student and parent complaints and problems so as to direct appropriately
• Handle routine inquiries of internal and external customers
• Schedule appointments for the Dean of Students and the Mount Violence Prevention Program Coordinator, the Student Affairs Office related committees, and maintain and monitor office master calendar
• Arrange the Dean of Students meetings by coordinating schedules, locations for meetings, catering, audiovisual support
• Disseminate information to Student Affairs Office professional and support staff
• Refine and maintain forms useful to the student affairs office operations and Mount Violence Prevention Program Coordinator operations
• Administrative support, coordination with various campus offices, scheduling meetings, keeping information binders, maintenance of meeting minutes, and responsibilities for other tasks related to the success of Commencements including acting on the program timeline, confirming participation, organizing mailings, updating website and MyMount, communicating ceremony details and ticket information, preparing signage and seating charts, recording May brunch reservations, confirming details with Jostens and Grad Images photography, updating agendas and timelines with the Dean of Students, preparing purchase orders, promoting events through Campus Activities Weekly and Mount Roar app.
• Assist the Dean of Students and Mount Violence Prevention Program Coordinator with the compilation of data and preparation of annual and other reports
• Administrative support for New Student Orientation as needed
• Administrative support for Grad Finale and the three graduation ceremonies held annually
• Administrative support for the monthly food pantry and other student support initiatives
• Assemble materials for distribution at the beginning of each semester and throughout the year
• Track budget spending for Graduation, Emergency Fund, Dean of Students
• Prepare annual draft policy changes to submit as revisions for Student Handbook under review of the Dean of Students
• Coordinate various electronic and mailings from the office
• Organize candidate search meetings
• Routine office functions proofreading, word processing, creating sign up sheets and promotional flyers, ordering and maintaining office supplies, sort and open mail, purchasing, copier maintenance
• Author correspondence to various university constituencies, as well as those outside the university community as reviewed by the Dean of Students
• Maintain accurate record-keeping system for the Dean of Students administrative office budgets and assist with the preparation of department budget requests
• Continually update and maintain the procedures for the Office of Student Affairs/Dean of Students
• Maintain multiple filing systems for student and department records, keeping filing up-to-date and archiving necessary documents.
• Assist as needed with administrative support and backup as directed by the Dean for other departments within Student Affairs areas (Residence Life, Wellness, Children's Center, Student Engagement and Leadership, Mount Violence Prevention)
• Contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results when needed
• Offer ideas for operational improvements in the office
• Along with the Administrative Assistant for Residence Life, supervise the work of student employees in the office
• Coordinate Student Affairs/Dean of Students myMount and msj.edu website content updates and revisions

Primary Contacts: Individuals, offices, external entities, etc that the person in the position comes in contact with Supervision Exercised: Extent to which this position supervises other positions Supervision Received: Dean of Student

Qualifications



Extensive administrative support experience at the executive level, minimum of 3 years of experience in a college environment.

Student/customer-first service, confidentiality, professionalism, attention to detail.

Must be familiar with logistics of event management, tracking projects, and financial processes

Computer skills essential for success: Adobe Acrobat for forms and promotions, Microsoft Office suite for Word and Excel, Event Brite. Education: High school diploma and minimum of associate degree preferred Experience: Extensive administrative support experience at the executive level, minimum of 3 years. Must have a demonstrated commitment to diversity, equality, and inclusion. Specialized Training: Student/customer-first service, confidentiality, professionalism, attention to detail. Proficient in the use of Microsoft Office programs and Adobe Acrobat Suite.

Or any combination of education, experience, or training that provides the required knowledge, skills, and abilities. Skills/Attributes

Customer Service:

• Exhibit a customer-first orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
• Adapt willingly and quickly to changing priorities, responsibilities, and students' needs and expectations; anticipate and identify needs
• Demonstrate an ability to facilitate the transition and facilitate students towards resources to support the realization of full educational potential
• Demonstrated ability to recognize, appreciate and serve culturally diverse populations, special needs, and others
• Available to rotate through multiple time frames of service operations upon occasion

Teamwork:

• Collaborate well with others and help make staff a cohesive group
• Communicate, cooperate and collaborate well with others to achieve common office, division or University goals
• Willingly assists in various responsibilities as appropriate within the Office and other areas of the college as appropriate as required during high service demand times

Communication:

• Develop and nurture an effective, productive, and respectful rapport and working relationship with students, faculty and staff co-workers, and various campus and community constituencies maintaining an appropriate level of professionalism
• Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
• Demonstrate strong written, telephone, and electronic communication skills
• Communicate information clearly and concisely and listen well to others

Attention to Detail:

• Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions

Initiative:

• Take immediate and independent action when necessary assuming initiative for creative problem solving
• Demonstrate creativity and high energy
• Accomplish tasks with follow through to completion

Technical:

• Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, Adobe Acrobat Suite, and perform website updates

Work Environment, Physical Demands:

• Multiple service hours; computer data input; multiple concurrent tasks with service interruptions; extensive customer contact; strict confidentiality; detailed work.

To apply, please upload the cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer