Administrative Assistant

Job Description

This individual is an integral part of the Community Care & Standards team, managing case documentation, scheduling, and confidential records, while serving as a welcoming point of contact for students, staff, and faculty engaging with the department. The assistant will serve with a student-centered approach, seek continuous and integrated improvements across supported areas, collaborate with campus partners to achieve goals, and engage efforts with diplomacy and resolution-seeking.

Characteristics of a successful candidate:

• Strong interpersonal skills, demonstrated empathy, and professionalism when working with diverse student populations.
• Discretion in managing confidential and sensitive information.
• Ability to stay organized while handling multiple ongoing responsibilities and deadlines.
• Proficiency in case documentation, database entry, and Microsoft and web-based platforms.
• Commitment to student success and equity-centered service.

Responsibilities include:

Administrative Support

• Provide primary administrative support to the Director, including calendar management, transaction reconciliation, and meeting coordination.
• Maintain, organize, and secure confidential student conduct and care records using the Maxient case management system.
• Prepare correspondence and materials related to student conduct and case resolution (e.g., outcome letters, notifications, sanction documentation).
• Monitor department email inboxes for incoming reports and time-sensitive concerns; escalate as appropriate.
• Track completion of student sanctions and upload documentation as received. Make travel arrangements; prepare and process travel authorizations/claims.
• Coordinate and prepare department meeting materials as designated; including the preparation of agendas, minutes, presentations, and additional items as needed.

Office Support

• Manage the greeting of office visitors, schedule appointments, directing inquiries as appropriate, answering telephones and assuring requests for assistance are handled in a timely and professional manner; this includes maintaining a welcome an open space.
• Preparing documentation/files for student intake meetings.
• Process requisitions for office supplies and equipment; Process in-coming and out-going mail and email communications; sort and distribute as appropriate.
• Submit work orders through appropriate channels.
• Maintain updated office procedures manual.
• Serve as the first point of contact for visitors to the Community Care & Standards office, providing high-quality service and ensuring a welcoming environment.
• Schedule student appointments with designated staff using Microsoft Bookings or related platforms.
• Maintain an organized filing system (electronic and physical).
• Submit supply requests and maintain inventory of departmental materials, including event items and educational outreach tools.
• Assist with tabling events and educational programming related to health, wellness, and student rights and responsibilities.

Case Management Support

• Assist with data entry, tagging, and follow-up reminders within Maxient to ensure timely case resolution.
• Support intake of incident reports, complaints, grievances, and appeals.
• Coordinate and update internal tracking logs for open cases, including academic misconduct, BIT, and organizational conduct.
• Communicate reminders to students and faculty/staff involved in conduct or care-related meetings.
• Ensure process documentation and templates are accurate and up to date.

Collaboration & Departmental Functions

• Liaise with Student Affairs, Academic Affairs, Housing, and Campus Police to ensure information flows appropriately and confidentially.
• Maintain familiarity with APSU policies, including the Student Code of Conduct, FERPA, Title IX, and related laws.
• Participate in staff meetings, retreats, and professional development sessions.
• Assist with compiling data and reports for compliance, institutional research, and grant-related purposes.

Department and Division

• Maintain open communications with the Director for Community Care & Standards and department staff to share information and engage in issue-spotting.
• Establish, foster and maintain successful relationships with others.
• Participate in related professional organizations for continuing development.
• Other duties as assigned.

Required Skills and Qualifications:

• High school graduate or equivalent, and a minimum of one (1) year of related experience as a full-time professional.
• Knowledge of best practices with providing administrative support, leading special projects, and event coordination.
• Efficiency with Microsoft Office Suite such as outlook, word, PowerPoint, and excel.
• Skills that exemplify collaboration, communication, action and advocacy.
• Advanced oral and written communication skills.
• Ability to administer multiple deadlines and tasks.
• Demonstrated ability to analyze and assess data.

Preferred Skills and Qualifications:

• Bachelors degree, and at least 2 years of related experience as a full-time professional assistant or projects coordinator.
• Excellent writing skills.
• Experience with leading special events and projects.