"Administrative Assistant to the Dean of Student Services"

Job Details

Admin Asst to Dean of Student Services Oct 2025

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NORTHLAND PIONEER COLLEGE Position Description

JOB TITLE: Administrative Assistant to the Dean of Student Services

Classification: Non-Exempt LOCATION: SCC Work Designation: OS

MANAGER/REPORTS TO: Dean of Student Services

OVERTIME ELIGIBLE: X YES □ NO

# OF DIRECT REPORTS: 0

GENERAL STATEMENT OF RESPONSIBILITIES: Northland Pioneer College seeks an innovative team member committed to the mission, vision, and values of the College to serve as an Administrative Assistant to the Dean of Student Services. The Administrative Assistant is responsible for supporting the efficient operation of the Student Services Department. The Assistant must maintain a supportive relationship with students, faculty, staff, and community. They must work effectively and efficiently, while maintaining a high level of confidentiality.

ESSENTIAL FUNCTIONS:

1. Administrative Support
   • Provide administrative support to the Dean of Student Services, including managing calendars, correspondence, phone calls, and travel arrangements.
   • Coordinate room reservations, vehicle requests, and maintain organized department records and team SharePoint content.
   • Take meeting minutes and support internal communication; attend college-wide meetings and committees as needed.
2. Event Coordination
   • Assist in planning and coordinating Student Services events such as Appreciation Day, Advisement Day, and participation in Eagle Fests.
   • Assist in scheduling high school recruiting events, orientations, and classes in collaboration with staff and school partners.
3. Student Enrollment and Data Management
   • Manage student enrollment data in ERP systems for NAVIT, TALON, ECW, and HDE programs.
   • Register students in appropriate courses and ensure course builds are accurate and complete.
   • Monitor enrollment trends and maintain up-to-date student data across platforms.
   • Serve as department lead for high school enrollment software support.
   • Complete paperwork for high school course builds and processes waiver forms, including second attempt forms.
   • Update waiver tracking documents and spreadsheets each semester.
4. Marketing & Outreach
   • Serve as the Student Services marketing liaison; maintain and update flyers, website content, and social media.
   • Purchase recruitment materials (e.g., swag) and update training and outreach materials as needed.
5. Budget and Operational Support
   • Track and manage the Student Services budget.
   • Process travel approvals and related paperwork for department staff.

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6. Other Duties
   • Perform additional tasks, as assigned, to support the mission and operations of the Student Services department.

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Standard Competencies:

MINIMUM QUALIFICATIONS:

• Associate degree
• Three years of office experience (some at an educational institution)
• Valid driver's license

PREFERRED QUALIFICATIONS:

• Bachelor's Degree
• Three years of educational office experience

BENEFITS: Based on College Procedure employees may be eligible for up to:

• Single Coverage Medical Insurance
• Optional Employee Pay Dental/Vision Insurance
• 4 Personal Days
• 12 Holiday Days
• 5 Days of Spring Break Leave
• 10-20 Days of Annual Leave (Depending on service length)
• 18 Sick Days that can accrue up to 130 Days
• Professional Development Opportunities
• Arizona State Retirement System membership
• Life Insurance
• Long-Term Disability Insurance