About the Department

The Dean of Students’ Office works to promote the engagement, well-being, and success of all Mason students and the Mason community.

About the Position

The Student Support Specialist in the Dean of Students' (DOS) Office serves on the Threat Assessment Team (TAT) and as a representative of the DOS Office where appropriate. This position supports and manages constituent care to address the needs and concerns of students, families, the campus and external communities, as well as connecting with resources.

The Student Support Specialist is responsible for the University’s Threat Assessment Team's logistical coordination, training opportunities, case management, effective management, oversight of case follow-up, and data management. Additionally, this position has responsibility for administrative duties including, but not limited to, the Dean of Student record certification verification process, coordination of the University Life contract approval process, and reporting to University Counsel. The position reports to the AVP and Dean of Students with shared oversight by the Director of Behavioral Threat Assessment Management.

Constituent Care

• Serves as a point of contact and meets with students and constituents (families, faculty/staff, community members, etc.) to assess and address concerns such as student health and welfare, constituent health, well-being, and personal concerns;
• Researches constituent questions to determine resources and refers students and constituents to the appropriate university units who can respond to their needs (these may include Counseling and Psychological Services, Student Health Services, the Student Support and Advocacy Center, Academic Advisors, Success Coaching, etc.);
• Serves as a representative of the Dean of Students Office for faculty, staff, students, family, and the community for events, programs, consultation, etc. This includes responding to emails received to the Dean of Student Office inbox, and may also include serving as a representative at orientation events, family weekend, and other special events on behalf of the Dean of Students Office;
• Manages a caseload of low-level student cases to provide student support, advocacy, and resources; and
• Serves as a liaison with student and academic units in order to have an understanding of the resources available to students, and serves as a bridge between the student and unit for ease in transition to the referral unit.

Threat Assessment Team Management

• Coordinates for the effective logistical coordination components of the Threat Assessment Team to include, but not limited to, scheduling meetings, coordination and management of team training, and note taking;
• Monitors and manages timely case follow-up to ensure appropriate intervention, accurate documentation, and continuity of care for students;
• Ensures case information is accurately uploaded into the data management platform, to maintain complete records and support coordinated response efforts; and
• Researches, compiles, and distributes training opportunities to team members, and manages the records of all trainings completed by team members, to ensure compliance with state law.

Administrative Coordination

• Coordinates the verification process for the Dean of Students record certifications as needed, to confirm accuracy of student records and support official certification requests;
• Coordinates the contract approval process within University Life, the Dean of Students Office, and University Life Central to ensure timely review and approval of contracts, and maintains accurate records of all contracts to support University Counsel reporting requirements; and
• Provides additional administrative coordination support as needed, to maintain efficient office operations and assist with departmental initiatives.

Divisional and Departmental Service

• Supports divisional planning initiatives and other special projects as assigned. Actively participates in University Life divisional meetings, initiatives, and in-person events to stay connected with divisional and institutional priorities, and to foster a cross-unit collaboration;
• Participates in professional development workshops and training sessions for staff across the division to promote continuous learning and skill enhancement;
• Stays informed about best practices, research, and emerging trends in higher education and student support services to ensure the Dean of Students Office remains innovative and responsive to the evolving needs of the student body;
• Serves on a University Life Collaborative (Academic Engagement, Programming, or Rapid Response) on a cyclical basis, fulfilling assigned responsibilities to support cross-departmental coordination and student-focused initiatives;
• Supports divisional initiatives and other special projects as assigned, actively participating at in-person events and volunteer opportunities to represent the Dean of Students Office, Threat Assessment Team, and University Life effectively to the campus community; and
• Performs other duties as assigned to support departmental operations and ensure the effective delivery of services and programs.

Required Qualifications

• High school diploma or equivalent;
• Administrative assistance experience demonstrating the ability to organize data and manage projects;
• Experience using databases proficiently in support of office operations;
• Knowledge of institutional policies and privacy laws governing access to student records and sensitive information, including the ethical and legal use of technology for storing and accessing confidential student records and institutional data;
• Knowledge of federal and state requirements and university policies related to information management and data protection;
• Demonstrated interpersonal and communication skills;
• Demonstrated technical proficiency with data management software to maintain and track records;
• Demonstrated organizational and time-management skills and the ability to manage and complete requests and projects from multiple individuals in a timely manner;
• Ability to communicate and interact effectively and respectfully with students, families, faculty, the community, stakeholders, and law enforcement agencies;
• Ability to exercise sound judgment on how and when to refer those in need of assistance to the appropriate staff members and resources;
• Ability to respond and manage difficult situations involving issues of crisis/emergency situations;
• Ability to create an atmosphere where people feel welcome, valued, and free to ask questions and obtain assistance; and
• Ability to handle confidential information and adhere to policies and procedures.

Preferred Qualifications

• Bachelor’s degree in a related field;
• Prior university working experience, either as a FT/PT employee, Graduate Assistantship, or undergraduate student employee;
• Experience using Banner, Guardian (Campus Kaizen) and/or similar case management platforms and purchasing databases such as eVA;
• Experience with emergency or crisis response and prevention efforts;
• Working knowledge of emergency or crisis response and prevention protocols;
• Understanding of the Family Educational Rights and Privacy Act (FERPA); and
• Proficient skills with the following databases preferred: Banner, Guardian (Campus Kaizen), and/or equivalent case management platforms, and purchasing databases such as eVA.