Administrative Assistant to the Dean of Students (54320)

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 provides comprehensive administrative support and helps manage the daily operations of the Dean of Students Office. Serving as a primary point of contact for students families faculty and staff this role contributes significantly to cultivating a campus environment rooted in care responsiveness and belonging. The position handles a broad range of administrative and clerical responsibilities including document preparation record maintenance mail coordination and budget support requiring exceptional discretion accuracy and sound judgment. Because the role frequently involves interaction with students and families during periods of stress or transition the Administrative Assistant must demonstrate strong emotional intelligence professionalism and the ability to maintain a calm supportive presence. Flexibility collaboration and a team-oriented mindset are essential along with a warm energetic positive and highly organized approach to work.

Responsibilities include assisting students preparing reports and correspondence managing the Deans calendar and appointments maintaining files tracking budget expenditures and supporting College events. The successful candidate will be a self-starter and effective multitasker with a demonstrated ability to handle confidential information with discretion. Required qualifications include 1-3 years of administrative experience strong written and oral communication skills and proficiency in Microsoft Office. Occasional evening and weekend hours may be required for special events.

Essential functions

• Maintain confidentiality
• Manage Deans calendar requests for appointments and incoming phone calls
• Provide administrative support for the 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
• 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 monitoring office supply and inventory ensuring collection and distribution of mail managing DOS out of office calendar monitoring 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
• 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
• Administer the Student Health Insurance verification and waiver process
  • Ensuring all active students have verified health insurance coverage or have completed the waiver process in compliance with College requirements
  • Working directly with the Colleges insurance broker to monitor enrollment verification and compliance
  • Communicating clearly with students and families regarding insurance requirements deadlines and documentation
  • Tracking submissions and maintaining accurate records
  • Assisting with problem resolution related to insurance verification
  • Supporting compliance efforts during onboarding and at the start of each academic term
• Serve as 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 and Written Communication
• Interpersonal Skills
• Problem Solving
• Organizational Skills
• Teamwork
• Emotional Intelligence
• Professional Judgment and Discretion
• Resilience and Adaptability
• Commitment to Community of Care and Student Wellbeing

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 and Adobe Suite; ability to quickly learn Randolph College programs and online tools. Excellent telephone etiquette strong writing proficiency and demonstrated organizational multitasking and problem-solving skills required.

Experience working in student-facing roles healthcare administration insurance coordination or academic environments is highly desirable.

Ability to navigate sensitive conversations with professionalism empathy and discretion.

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

Work authorization/security clearance requirements

List any visa requirements H1-B sponsorship special clearances etc. If applicable insert information regarding government contracts or special requirements.

Affirmative Action/EEO statement

Randolph College is anequal opportunity employer. We do not discriminate or allow discrimination on the basis of race color religion gender sexual orientation sex (including pregnancy) gender identity gender expression sexual orientation national origin age disability genetic information marital status veteran status political beliefs or any other classification protected by applicable law. This policy applies to all terms and conditions of employment including but not limited to hiring promotion termination placement transfer layoff recall compensation and training.

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.