Administrative Assistant III

Job Summary

The Administrative Assistant III provides administrative support to the Dean of Students and other administrators within the Dean of Students Office.

Responsibilities

• Provides support to the Dean of Students Office by attending meetings and taking minutes, documenting and communicating decisions made by the Dean of Students Office;
• Provides support to the Dean of Students in coordinating the review of Student Affairs policy/processes for the Dean of Student’s Office;
• Checks in and welcomes students, faculty, staff and visitors; schedules student/staff appointments utilizing Microsoft Outlook; answers phone calls (routing messages and voicemails), places holds on student accounts
• Processes student conduct and academic integrity cases utilizing the electronic database system Maxient; Updates student conduct cases, generates correspondence, and checks student records on request; utilizes Banner to research student records; maintains confidential records in accordance with FERPA
• Monitors the Grizzlies Helping Grizzlies emergency assistance budget which includes creating monthly emergency fund tracking reports; Assists the Dean of Students with budget tracking and administrative operations of the office including coordinating travel/reimbursements for staff members.
• Manages incoming and outgoing documentation and correspondence regarding the hardship withdrawal, absence notification, student conduct, student appeals, student complaint, and faculty adjudication processes and assists with the administration of these processes; Manages the Dean of Students calendar including scheduling student/staff appointments utilizing Microsoft Outlook; answers phone calls (routing messages and voicemails). Manages the Dean of Students Office, Student Conduct, and Hardship Withdrawal e-mail accounts.
• Manages Freedom of Expression reservations calendar, processes student record check requests and replies or gathers more information regarding requests
• Recruits, trains, and supervises work-study student(s) for the office
• Provides support to the Dean of Students Office by attending meetings and taking minutes, documenting and communicating decisions made by the Dean of Students Office
• Assists with the coordination of the student complaint and student appeals processes and database and communicates with faculty members, Assists with the coordination and management of the absence notification process
• Other duties as assigned

Required Qualifications

• High School or GED
• 3 years relevant experience

Preferred Qualifications

• Associate's degree or Bachelor's degree BA/BS
• Experience with a student conduct management system such as Maxient
• Experience with student information system such as Banner
• Proficiency with Microsoft Office Suite
• Proficiency in composition and punctuation
• Willingness to learn various PC applications

Proposed Salary

38,300 - 45,900

Salary offer will be dependent on candidate's experience and qualifications, internal equity considerations, budget availability, and salary administration guidelines.

Knowledge, Skills, & Abilities

• Skill in the use of database systems and desktop publishing software
• Skill in operating basic office equipment
• Skill in verbal and written communications and relationship building
• Ability to respond to various audiences in an accurate and timely manner
• Ability to make decisions under pressure and without immediate supervision
• Ability to quickly assess needs and requirements of students and visitors
• Ability to maintain confidentiality
• Ability to maintain accuracy related to data collection, entry, and reporting
• Ability to plan, organize, and prioritize work, as well as ability to pay attention to detail
• Ability to work with time-sensitive matters and meet strict deadline