Administrative Assistant to the Dean of Students

Administrative Assistant to the Dean of Students

FLSA Classification

Non-exempt

Reports to

Dean of Students

Job Description

Summary/objective

The Administrative Assistant to the Dean of Students will provide administrative support to the Dean of Students and assist with the day-to-day operations of the Dean of Students Office. This position performs various administrative and clerical tasks (e.g. typing filing handling mail budget management) for specified members of the College which require high levels of trust responsibility and accuracy. Position involves frequent contact with faculty students parents staff and visitors to the College. Must exhibit flexibility and willingness to function as a team player in accomplishing various functions required by the Dean of Students. The position requires a warm energetic positive and well-organized individual.

Responsibilities include: assisting students preparing reports and correspondences scheduling the Deans appointments/calendar management filing tracking of budget expenditures and assisting with College events. The successful candidate will be a multitasker self-starter and have a proven ability to handle confidential information. Required qualifications include a minimum of 3-5 years of administrative experience written and oral communication skills proficiency with Microsoft Office. Occasional evening and weekend hours may be required during special events.

Essential functions

• Maintain confidentiality
• Manage Deans calendar requests for appointments and incoming phone calls
• Provide administrative support for Dean as needed on special projects or to support various committee work that the Dean is working on
• Schedule arrange rooms and record minutes for DOS staff meetings and retreats
• Assist Dean in preparing the Student Affairs Board of Trustees Report and Reports to the President to assure proper formatting to meet Board of Trustee standards; copy and submit final copies of Board report to the Presidents Office
• Record minutes for the BOT meetings as needed
• Work with other offices and vendors to maintain office equipment/services (copier paper shredding water service B&G work orders etc.)
• Serve as Office manager by maintaining a clear reception area monitor office supply and inventory ensure collection and distribution of mail manage DOS out of office calendar monitor general divisional phone line voicemail and email as well as assisting visitors to the office.
• Receive and log student complaints received through the student complaint form online.
• Management of emergency student loans process- micro grant application process
• Maintain the DOS webpage (staff list and contact information)
• Assist the Dean with financial management including:
  • Track and Manage DOS Financials
  • Oversee DOS and special events budget lines
  • Process payables and establish on-going reconciliation of student affairs budget
• Serve as an the coordinator or a team member for events including but not limited to:
  • Student Orientation
  • Convocation
  • WildCat Weekend
  • Exam Honor Assemblies
  • Mid-Year Graduation Reception
  • Holiday Events including Tree Lighting Holiday Dinners and Holiday on Main
  • Founders Day
  • Academic/Leadership Awards
  • Commencement
• Other duties as assigned

Competencies

• Time Management
• Verbal Communication
• Interpersonal Skills
• Problem Solving
• Organizational Skills
• Teamwork

Supervisory responsibilities

n/a

Work environment

Typically working in a normal office environment.

Physical demands

Position requires a full range of body motion including reaching stooping kneeling climbing and walking. May be standing/walking/sitting for extended periods of time. May travel some locally. Nights and weekend work may be required on occasion for special events.

Travel required

May travel some locally. (travel to local vendors to pick-up orders and supplies as needed)

Required education and experience

Working knowledge and proficiency with Microsoft Office Adobe Suite and quick learner of Randolph College programs and online tools. Good telephone etiquette writing proficiency natural organizer multi-tasking and problem-solving skills. Must have the ability to adapt to changing environment.

Preferred education and experience

Four-year degree or some college preferred. 3 years experience in a clerical position. Significant experience in an academic environment. Proficient with Microsoft Office excel Outlook. Accounting/budget experience desirable.

Additional eligibility requirements

N/A

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.