Administrative Assistant - Student Affairs

EXPIRED

Job Summary:

The Administrative Assistant provides administrative support to the office of Student Affairs/Athletics and will have a significant role as the primary point of contact for the Student Affairs team, students, faculty and staff and shall coordinate front desk, requisitions, travel  and service operations.  

Essential Functions:

Point of Contact:

  The Administrative Assistant serves as the point of contact professional for Student Affairs/Athletics and provides front-desk services.  Performs a variety of public contact tasks, communicates with students, staff, and other individuals to disseminate or explain information; analyzes information to answer questions or respond to concerns.     

Clerical/Data Entry:

  The Administrative Assistant will be responsible for a variety of administrative, technical, and clerical duties at the front desk.     Composes letters, e-mails and routine correspondence.  Answers telephones/voicemail and manage multiple e-mail accounts.  Orders office supplies, materials and services and makes travel and meeting arrangements.  Receives and accounts for various fees.  Operates office machines, such as computer, scanner, copier, fax machine and shredder.  Receives and distributes mail.

Records Management/Reporting:

  The Administrative Assistant processes various forms and assists with records preparation and filing.  Reviews files, records, and other documents to respond to requests, Prepares and distributes various reports and communications for Student Affairs Departments/Athletics and parent information.  

View Full Description

Job Summary:

The Administrative Assistant provides administrative support to the office of Student Affairs/Athletics and will have a significant role as the primary point of contact for the Student Affairs team, students, faculty and staff and shall coordinate front desk, requisitions, travel  and service operations.  

Essential Functions:

Point of Contact:

  The Administrative Assistant serves as the point of contact professional for Student Affairs/Athletics and provides front-desk services.  Performs a variety of public contact tasks, communicates with students, staff, and other individuals to disseminate or explain information; analyzes information to answer questions or respond to concerns.     

Clerical/Data Entry:

  The Administrative Assistant will be responsible for a variety of administrative, technical, and clerical duties at the front desk.     Composes letters, e-mails and routine correspondence.  Answers telephones/voicemail and manage multiple e-mail accounts.  Orders office supplies, materials and services and makes travel and meeting arrangements.  Receives and accounts for various fees.  Operates office machines, such as computer, scanner, copier, fax machine and shredder.  Receives and distributes mail.

Records Management/Reporting:

  The Administrative Assistant processes various forms and assists with records preparation and filing.  Reviews files, records, and other documents to respond to requests, Prepares and distributes various reports and communications for Student Affairs Departments/Athletics and parent information.  

General Duties: 

The Administrative Assistant will work with the Student Affairs/Athletics team to provide support and organization for the office.  Provides support as needed to the Vice President of Student Affairs and Enrollment Management.  He or she will also be expected to perform other special assignments as deemed necessary to support the Division of Student Affairs/Athletics; some evenings and weekends are required.

Other Duties:

  As assigned by the Student Affairs Administrators.

Minimum Education and Experience

:

Applicants must hold an Associate’s Degree or equivalent in earned college level credit from an accredited college or university and must be committed to student success and providing quality service to students seeking a post-secondary education.

Applicant must have at least three years of administrative and clerical experience working in a college office or related student administrative office.  Must have excellence with verbal, writing, telephone and organizational skills and be proficient in MS Office and Outlook.  Ability to multi-task and attention to detail is essential.

Experience working directly with students and ability to work successfully with persons of diverse backgrounds including sensitivity to their needs and concerns is required.

Knowledge, Skills, and Abilities

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The ability to work independently and to collaborate with a diverse team.

The ability to present yourself in a professional manner while representing the university.

The ability to lead and accept performance feedback.

Supervisory Responsibility

:

To be able to create a service (in-person, electronic and over the phone) center for the front line of service to enhance the customer experience.

Be able to enhance an action plan with objectives for managing the administrative functions of the office.

Be able to execute initial phases of a calendar based communication plan for routine correspondence.

Be able to be proactive in problem-solving skills.

Physical Requirements

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The ability to stand, walk, sit and use hands for lengthy periods.  Must be able to lift or move up to 25 pounds.

Working Conditions and Environment

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Be able to maintain flexibility and positive attitude to enhance the Student Affairs departments.     To be mindful of the language they are using and how it may or may not be ADA compliant.  Be careful to include only conditions and demands that are essentially critical to the successful performance of the job.

 

 

 

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

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