AMVETS Jobs

::: {#textEditorContainer_1} ::: {contenteditable="false"} SUMMARY STATEMENT

The Executive Assistant to the Dean of Students performs a wide variety of executive support and administrative tasks for the Dean of Students. Responsibility is also assigned for the processing and/or referral of student inquiries and the coordination of the Commencement Ceremony.

ORGANIZATIONAL RELATIONSHIPS

A. The Executive Assistant to the Dean of Student Affairs reports directly to and is responsible to the Dean of Students.

B. The Executive Assistant works most closely with students and staff in carrying out assigned responsibilities. In addition, contact is maintained with other College offices/departments including the Student Affairs Division, Presidents Office, Finance Office, Academic Affairs Office, faculty, and the community at large.

ESSENTIAL DUTIES

A. Receives and processes higher level student questions, concerns, and complaints.

1. Processes and/or refers all student related inquiries presented either in person, email, online report forms, or by telephone.

2. Schedules appointments regarding student inquires for the Dean and collects relevant information from appropriate offices or by using various data software, including Ellucian Datatel (student information system) and those related to the campus-wide electronic file cabinet, case management and online reporting, and early alert identification of students at risk of departure.

3. Provides front-line support to students with urgent emotional concerns and collaborates with the appropriate administrators, such as the Dean of Students, Behavioral Intervention Team (BIT) or CARE team members, to coordinate timely response.

B. Serves as a primary software administrator for the student case management and online reporting software used to report student concerns, including but not limited to potential Code of Student Conduct violations, Student Assistance needs, or other types of online report forms.

1. Receives and triages reports to various offices, primarily those within student affairs, the BIT or CARE teams for intervention and follow-up.

C. Coordinates the annual Commencement Ceremony (May), takes the lead in providing oversight of other Graduation Week ceremonies and coordinating student affairs staff support, as requested.

1. Works with the Registrar regarding students eligible for participation in the ceremonies.

2. Oversees all communication regarding the graduation ceremony to graduating students, faculty and administrators participating in graduation week processionals, and guests contacting the College.

3. Works with Dean of Students and the Graduation Core Planning Committee to coordinate event day logistics, including staff assignments.

4. Assist the Campus Store Manager with communication about online rental regalia for administrators and faculty and the online purchasing of regalia for graduates .

5. Oversees the graduation budget and related expenses.

6. Coordinates with the Office of Public Relations and Marketing for, professional photography for commencement ceremony, and each special recognition ceremony and to edit the commencement program.

D. Assist in providing shared responsibility, guidance, and schedule coordination for Student Center Welcome Desk student workers and Information Center staff.

E. Performs administrative office tasks and provides executive support

1. Performs a variety of administrative duties including research projects, monitoring office email and the Deans email.

2. Assists Dean of Students with monitoring the Student Affairs budget(s) and specific division-wide budget line items. Processes departmental purchase requisitions and check requests.

3. Attends the Student Affairs Council meetings, the Student Affairs Shared Governance meetings, and other meetings as need to record and publish minutes.

4. Assists Dean maintaining calendar/meeting requests, and overall St dent Affairs and College calendar year, such as scheduling division meetings for pre-Unit Planning and Annual Performance Evaluations.

5. Assist the Dean of Students in high-level coordination of other campus events as needed, including the annual Washington County STEAM Festival and MLK Celebration Week.

6. Facilitate student conduct and behavioral history reviews for various administrative processes, including but not limited to academically dismissed reinstatement appeals, internship applications, financial aid appeals, student organization leadership positions, and general background checks.

7. Responds to and and screens incoming phone calls for the Dean of Students; refer callers as needed to other offices.

8. Maintains office supply inventory.

9. Provides support, as needed, to other student affairs offices, including the Director of Cohorts, Compliance and Invention located in the office suite.

10. Assist, as needed, with events led by student affairs offices, including but not limited to New Student Orientation and the Career Expo / Open House. ::: :::

Requirements

::: {#textEditorContainer_3} ::: {contenteditable="false"} EDUCATION AND EXPERIENCE

Associate degree required in business, technology or related field, or any equivalent combination of experience and training, business practices and computer skills including database management is required. Experience with Ellucian Datatel and Guardian is preferred.

SKILLS AND ABILITIES Proficiency in Microsoft Office; possess a high level of organizational and interpersonal skills; ability to prepare correspondence on routine matters; ability to ensure accuracy of detailed information; ability to multi-task; ability to communicate with diplomacy, to establish good working relationships with students, faculty and staff and to provide short-term de-escalation as needed; ability to maintain confidentiality are required. ::: :::