"Student Services Support Specialist"

Position Summary

Reporting to the Assistant Dean of Students, the University Program Associate is an administrative support staff position in the Office of the Dean of Students and the Health and Well-being Suite. This position formally reports to the Assistant Dean of Students and will support the work of the Office of the Dean of Students and the Assistant Vice Chancellor of Health and Wellbeing. This position provides administrative and programmatic support to the Office of the Dean of Students, as well as processes related to Community Standards & Civility, and Housing and Residence Life. This position will provide supplemental administrative support to Interpersonal Violence Prevention, Health Promotion, and Services for Students with Disabilities.

Knowledge

Apply operational knowledge of the purpose of Community Standards and Civility, including its mission, services, and clients. Collaborates and interacts within all Health and Well-being units. Serve as a support staff overseeing initial intake, follow-up, and tracking of student caseload to include Community Standards, CARES roster, Student of Concern, Financial Distress, etc. Administer and manage day-to-day needs of the budget and financial paperwork for the Assistant Dean of Students and Health and Well-being to include monthly review of department budgets, including project proposals, records and invoices to assist leaders in making budgetary decisions. Utilize Maxient, the University’s Student Conduct and Care platform, and other relevant technologies to support the Assistant Dean of Students’ staff in completing their work to better support student success. Possess knowledge of federal and state policies affecting Community Standards and Civility-related and Health and Well-being areas, including general knowledge of the purpose of the program’s organization including its mission, services, clients and measures of effectiveness. Collaborates and interacts within Health and Well-being to identify needs/concerns of others, gaps in support/services, potential solutions; and resolve or redirect issues appropriately. Ability to process daily actions and requests within established guidelines and with knowledge of processes and procedures. Identify and understand non-specific issues and problems without standard resolutions and resolve them independently, or with assistance from supervisor. Track suite equipment and supply needs, placing orders as needed.

Program / Project Management

Complete daily work to meet established deadlines and client needs within the area of Conduct and Civility and Health and Well-being. Generate standard and special reports, when needed. Serve as a support staff overseeing initial intake, follow-up, and tracking of student caseload to include Community Standards, CARES roster, Student of Concern, Financial Distress, etc. Administer and manage day-to-day needs of the budget and financial paperwork for the Assistant Dean of Students to include monthly review of department budgets and work closely with the Assistant Dean of Students to maintain effective reports and records. Serve as the departmental liaison with Integrated Marketing with regard to web updates, social media, and print/digital communications. Utilize Maxient, the University’s Student Conduct and Care platform, and other relevant technologies to support the Assistant Dean of Students’ staff in completing their work to better support student success. Handle special projects on behalf of the Dean of Students Office and Health and Well-being, when needed. Possess exceptional attention to detail, efficient organizational skills, a high level of integrity and discretion in handling confidential and sensitive information. Perform a wide range of complex and confidential administrative tasks, working across departments and divisions.

Customer Service

Possess strong customer service and communication skills, excellent organizational and critical thinking capabilities, and an ability to solve problems effectively and efficiently. Serve as the primary position to cover the front desk operations for the Office of the Dean of Students and for Health and Well-being, by managing calls and walk-in guests. Reviews incoming correspondence and forwards appropriately or, based on knowledge, may respond on behalf of the Office of the Dean of Students and/or Health and Well-being. Develop and maintain effective working relationships with students and colleagues in order to ensure a high-quality delivery of services. Independently interpret policies and procedures when responding to client/customer requests and non-standard issues, or seek clarification when needed from supervisor. Understand the value of various campus resources, and assist students and colleagues in how to utilize resources through the Office of the Dean of Student (e.g. – Incident Reporting Form, Emergency Funds, etc.) Understand the purpose and function of various campus Health and Well-being resources, and assist students, colleagues, and external partners with connecting with each unit (i.e., Counseling, Health, Health Promotion, Recreation, Services for students with disabilities, and Interpersonal Violence Prevention).

Communication – Verbal / Written

Draft, coordinate and deploy formal communication in collaboration with the Assistant Dean of Students and the Assistant Vice Chancellor of Health and Well-being to ensure consistency, professionalism, and proper branding. Relay Conduct and Civility information and explain processes to students and other stakeholders. Communicate with groups, agents, sponsors, students and other constituents to answer questions and provide information. Document work as requested or according to guidelines, and generate reports as needed. Help triage student communication and concerns managed by the Office of the Dean of Students and Health and Well-being. Possesses exceptional attention to detail, efficient organizational skills, a high level of integrity, and discretion in handling confidential information pertaining to students, employees, and the University. Develop and maintain relationships with key contacts to enhance workflow and work quality.

Information/Records Administration

Assist with the Assistant Dean of Students’ functions including scheduling meetings, preparing and disseminating agendas and minutes, processing and assembling reports, processing contracts and financial paperwork, and communicating with students, faculty, staff, and constituents on behalf of the Assistant Dean of Students as necessary. Assist with the Assistant Vice Chancellor of Health and Wellbeing’s functions including scheduling meetings, preparing and disseminating agendas and minutes, processing and assembling reports, processing contracts and financial paperwork, and communicating with students, faculty, staff, and constituents on behalf of the Assistant Vice Chancellor and Health and Well-being units as necessary. Administer and manage day-to-day needs of the budget and financial paperwork for the Assistant Dean of Students to include monthly review of budgets and work closely with the Assistant Dean of Students to maintain effective reports and records. Serve as the departmental liaison with Integrated Marketing with regard to web updates, social media, and print/digital communications. Utilize Maxient, the University’s Student Conduct and Care platform, and other relevant technologies to support the Assistant Dean of Students’ staff in completing their work to better support student success. Use applicable data management systems to maintain, manage, and monitor data for Conduct and Civility. Use applicable data management systems to maintain, manage, and monitor data for mental health initiatives. Gather program data and information, and compile standard and special reports, as needed. Understand the value of various campus resources and assist students and colleagues in how to access and utilize resources. Researches and compiles information for reports and presentations, with direction and contextual information. Assist with financial transactions to aid staff in the completion of their duties.

Leadership

Serve as a support staff overseeing initial intake, follow-up, and tracking of student caseload to include Community Standards, CARES roster, Student of Concern, Financial Distress, etc. Support needs of the Office of the Dean of Students and Health and Well-being in supervising student staff, ensuring office coverage, and managing special projects as appropriate. Provide mentorship and training regarding various resources available through the Dean of Students Office. Provide administrative and programmatic support to the Dean of Students Office, as well as processes related to Community Standards & Civility, Housing and Residence Life, the CARES and Threat Assessment Teams, and the Student Resource Center. Provide administrative and programmatic support for mental health and wellness initiatives in Health and Well-being. Participate in division wide events as needed (Move-In Day, Ramdition, MLK Day, etc.) to support colleagues and ensure these events run smoothly. This includes, managing calendar and logistics, scheduling meetings and developing agendas, making travel arrangements, maintaining operational files, coordinating committees and working groups, and frequently communicating and interacting with staff, faculty, students, senior-level administration, and external contacts. Work to ensure professional and positive interactions and communications with relationships with the Office of the Dean of Students and the Health and Well-being Suite to students, faculty, staff, and the general public, requiring this position be able to quickly focus, adapt, and respond to changing/developing priorities. Perform a wide range of complex and confidential administrative tasks, working across departments and divisions.

Primary Function of Organizational Unit

The primary purpose of the Division of Student Affairs is to support the academic success of the student body: to foster students’ intellectual and academic skills and growth, personal identity formation, interpersonal skills, esthetic development, moral reasoning, physical well-being, and social perspective and to enhance the quality of campus life for all students. The Division consists of the following units: Interpersonal Violence Prevention, Health and Wellness, Community Standards and Civility, Student Health, Counseling, University Recreation, Campus Life, Student Centers, Career Development Services, and Housing & Residence Life and Students with Disabilities. Community Standards and Civility resides at the Office of the Dean of Students. This Office is tasked with supporting students’ needs in accordance with the Divisional expectation as outlined above, with particular attention to students that are experiencing issues that may impact their ability to matriculate successfully. The support provided by this office is in collaboration with academic support services and is geared to increase student retention, persistence, graduation, and overall success.

Position Information

Position Number: AUN110, Working Position Title: Student Services Support Specialist, Temporary Job Type: Non Student, Approved Competency Level: Journey, Building and Room No.: Thompson 303 and Thompson 300, Work Hours: 8am-5pm, Hours per week: 40, Months per year: 11, Appointment Type: Temporary Full-Time, If Time Limited: Yes, Appointment Length: 11 months, FTE: 1.

Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies: No, Minimum Experience/Education: Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions, Preferred Years Experience, Skills, Training, Education: (not specified), Required License or Certification: Valid US Driver's License: Yes, Commercial Driver's License Required: No, Physical Required: No, List any other medical/drug tests required: (none), Posting Details: Posting Number: TEMP00396P, Number of Vacancies: 1, Internal Posting Only: No, Position Type: Temporary, Time Limited Position: Yes, Appointment Length: 11 months, Salary: $18.50 hourly, Open Date: 09/05/2025, Close Date: 09/19/2025, Open Until Filled: No, Special Instructions Summary: Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment. If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application completely may result in you not being considered for the vacant position. Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.