"Office Manager for Care and Accountability"

Amherst College invites applications for the Office Manager for Care and Accountability position. The Office Manager for Care and Accountability is a full-time, year-round position.

The expected salary range for this job opportunity is: $26.00-28.00 per hour.

Reporting to the Associate Dean of Students ("Associate Dean"), the Office Manager for Care & Accountability coordinates and performs a wide variety of activities that increase efficiency, support the work of the Care & Accountability and Class Dean Teams, and ensure the smooth operation of the Student Care team and Community Standards.

We welcome candidates who are active problem solvers, eager to improve the student experience, and curious about innovative solutions to both challenging and routine tasks.

Internal-External Interaction/Communication:

Requires the ability to facilitate complex discussions and serves as a resource for the College community. Maintains confidentiality and safeguards operations by keeping verbal, digital, or paper information private and confidential. High degree of interaction and communication required with campus partners, including faculty, staff, students, and parents.

Decision Making:

Work is complex and involves frequent changes in priorities, high levels of communication, confidentiality, and tact. Activities and decisions are varied and frequently require collaboration across the college. Requires resourcefulness and the ability to be creative in problem-solving. Determines how to carry out job responsibilities; makes operational or tactical decisions following established guidelines, procedures, and policies. Decisions and actions are regularly reviewed by the supervisor for approval or redirection.

Summary of Duties and Responsibilities

Office Support:

Provides front-line customer service for Care and Accountability and the Class Deans.

Serves as the primary receptionist for visitor greeting in the Converse 201 office.

Greets and directs staff, faculty, students, service providers, and other visitors, acting as a key information resource and facilitator of referrals to the appropriate persons/departments.

Triages all incoming visitors to appropriate resources.

Serves as the first point of contact for the Care & Accountability Team, frequently interacting with students, staff, faculty, and families in a fast-paced environment.

Fosters a warm, inclusive, and professional office environment, acting as a key information resource and facilitator of referrals to the appropriate persons/departments.

Answers and directs phone calls for Care and Accountability.

Relies upon good judgment to assess the urgency of requests and takes appropriate action, maintaining a high degree of sensitivity and confidentiality at all times.

Appropriately triages situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution.

Establishes and maintains confidential files and databases to ensure organization, completeness, accuracy, and accessibility of information regarding a variety of student processes administered by the Care & Accountability Team.

Community Standards Support:

Completes an array of confidential administrative tasks in support of the maintenance of the honor code, community standards of behavior, and informal and formal adjudications of conflicts that arise.

Manages the Community Standards email address and responds to all inquiries and requests in a timely manner.

Administratively supports the selection, training, and utilization of the Community Standards Review Board.

Enters case information and stewards case completion via Maxient (digital case management module).

Implements logistics for Student Conduct Hearings.

Assists in the creation, preparation, and dissemination of training materials for the Community Standards Review Board and Advisors.

Responds to inquiries regarding law school and medical school certifications and College policies and procedures.

Care Team Support:

Assists with coordination of the Leave/Readmission process including notifying campus partners (via Leave/Readmission Listserv) when students withdraw from a semester; tracking the readmission timeline and prompting students and staff to take action at appropriate times of year; maintains record-keeping systems to track students' progress and documentation throughout the readmission process; updating campus data system to reflect students' current leave status; and ensuring accurate and current information on the Leave and Readmission website.

Assists with coordination and workflow of behavioral intervention processes, including the Week-in-Review Meeting (WIRM), Care Team meeting, and the Behavioral Intervention Team meetings.

Processes all student reimbursement requests funded by Student Care.

Takes detailed notes during weekly Care Team meetings and other meetings as needed.

Updates student support cases in Maxient with related reports and Care Team notes on a regular basis.

Data Management:

Provide all data management functions for staff on the Care & Accountability team.

Provides oversight for advanced administrative configuration for student data using the Maxient software platform.

Routinely conducts data system maintenance audits and updates.

Collaborates closely with Care & Accountability staff to establish data management practices and supports Student Affairs staff members with student record data recording practices.

Collaborates closely with Care & Accountability staff to generate data analytics using Maxient.

Regularly participates in Maxient-related training and professional development opportunities online and in person.

Qualifications

Required:

• Associate's Degree and 3-5 years of related experience
• Demonstrated proficiency with MS Office programs and Google Workspace, and competency with digital assets, including word processing, spreadsheets, and web-based information storage and reporting environments
• Strong time management skills, including demonstrated ability to manage multiple concurrent projects and priorities
• Strong interpersonal, written, and verbal communication, and organizational skills
• Ability to keep strict confidentiality and manage students in distress
• Ability to exercise discretion, judgment, and privacy in a fast-paced setting
• Ability to effectively work either alone or in a shared office space
• Commitment to or experience working with a diverse community and a high degree of cultural competence
• Valid driver's license
• Successful completion of required reference and background checks

Preferred:

• Bachelor's degree in a related field
• Experience working in an educational setting
• Experience working with data management
• Knowledge of conflict resolution and restorative justice