Office Manager for Student Care, Community Standards, and the Class Deans

Job Description:

Amherst College invites applications for the Office Manager for Student Care, Community Standards, and the Class Deans position. The Office Manager for Student Care, Community Standards, and the Class Deans is a full-time, year-round position. The expected salary range for this job opportunity is: $26 to $28.75 per hour.

The salary offered will vary based on a number of factors, including but not limited to relevant education, training, and experience, tenure status, and other nondiscriminatory business considerations. Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Click here for Benefits Information.

Reporting to the Associate Dean of Students ("Associate Dean"), the Office Manager for Student Care, Community Standards, and the Class Deans ("the Office Manager") coordinates and performs a wide variety of activities that increase efficiency, supports the work of the Care & Accountability and Class Dean Teams, and ensures the smooth operation of Student Care, Community Standards, and the Class Deans. This role is a full-time and year-round position.

All members of the Division of Student Affairs are active members in fostering a diverse workforce, improving diverse student experiences, and participating in the College's efforts to create a respectful, inclusive, and welcoming work environment. 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.

Summary of 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 and Class Deans, 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 and Class Deans
• 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.
• Schedules some appointments, meetings, programming, and major office recurring activities.
• Schedules and coordinates room reservations.
• Assists with the production of office brochures/marketing materials (posters, flyers, door hangers, etc.)
• Updates and maintains an Amherst College Student Resources card to be distributed to students and staff.
• Updates and edits department websites.
• Assists with updates to the Student Code of Conduct.
• Supervises student staff team, including: hiring, scheduling, and workload management
• Assists with purchasing, invoicing, and recording financial transactions
• Performs office management duties as assigned, including but not limited to:
  • Manages inventory of general office supplies for Care and Accountability and the Class Deans.
  • Manages and works with supply vendors for office supplies: WB Mason Water, Amazon Punchouts, Staples, Infoshred. Works with Campus Print and Mail for office paper and other supplies needed.
  • Processes any invoices in Workday for vendors used for office equipment/supplies.
  • Ensures and coordinates coverage for the Converse 201 office.
  • Primary point person for office opening and closing.
  • Manages all office closure notifications and coordination of who is expecting appointments.
  • Manages incoming correspondence, including the distribution of department mail.
  • Primary contact for Copier Service and troubleshooting.
• Assists in the preparation of the annual report and other reports and analyses as requested.
• Provides guidance and support to the Class Deans, as well as other departments, regarding Maxient configuration and Maxient training.
• Coordinates data for the Care and Accountability Team using Maxient.
• Conducts annual Maxient system health check for Care and Accountability and Class Deans.
• Provides back-up to the Assistant to the Class Deans as necessary
• Completes Academic Records Requests for former students.
• Verifies procurement card transactions for Care and Accountability.
• Works with a variety of departments to create and distribute custom "swag" for Care and Accountability.
• Facilitates all student records requests in accordance with FERPA regulations, in collaboration with appropriate college personnel, including Associate Dean for Care & Accountability, Registrar, General Counsel, and others.

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/Return process including notifying campus partners (via Leave/Return 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/Return website.
• Assists with coordination and workflow of behavioral intervention processes, including the weekly Care & Accountability Team meeting, 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, with backup support to the Class Deans
• 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, with backup support to the Class Deans
• 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.
• 3 - 5 years of administrative experience.
• Equivalent work experience in lieu of minimum education and related experience; minimum of 5 years of administrative 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.
• Successful completion of required reference and background checks.
• An acceptable criminal offender records information (CORI) check.
• Valid driver's license and successful completion of Five College Risk Management driver credentialing program. (See: https://www.fivecolleges.edu/riskmgmt/driver_credentialing)

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.

Interested candidates are asked to submit a resume and cover letter online at https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs. Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted. (Current employees and students should apply by clicking on the Jobs Hub icon from their Workday home screen.) Review of applications will begin immediately and will continue until the position is filled. Amherst College is committed to an inclusive hiring process and will provide reasonable accommodations for candidates throughout the application and interview process upon request.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.