Administrative Assistant for the Office of the Dean of Students Job at Elon University
Position Details
Position Information
Position Title
Administrative Assistant for the Office of the Dean of Students
Requisition Number
20122481
Type of Employment
Full-Time Regular
Number Of Months
12
Months Employed
June- May
Number of Hours per Day/Week
40
Daily Hours
8:00 am - 5:00 pm
Position Summary Information
Summary of Position
The Administrative Assistant is responsible for providing administrative support to the Associate Vice President for Student Life and Dean of Students, a senior-level leader in the Division of Student Life. This position also supports the Assistant Dean of Students and the Community Health Manager. This position manages daily administrative operations and coordinates processes and procedures related to multiple departments that report to the Associate Vice President for Student Life and Dean of Students, including budget and purchasing; HR process related to recruitment, hiring, termination, and personnel management; staff professional development; scheduling and program management; responding to student and family concerns; and collaboration with departments and offices across the division and across campus. This position utilizes exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact.
Benefits of Working at Elon University
As an Elon University employee, you’ll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon’s personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.
Elon University’s home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you’ll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation’s premier travel destinations.
Employees at Elon enjoy a generous and comprehensive benefits package that includes:
- 28 annual days off, including holidays and vacation.
- Immediate tuition remission for employees.
- Retirement plan with an 8 percent contribution from the university.
- Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.
- Free use of campus fitness facilities.
- Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.
Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at three years of service. After four years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.
Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon’s principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one’s identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.
Education Requirements
Associate’s degree plus four or more years of related experience and/or training or
high school diploma and seven plus years of administrative experience
high school diploma and seven plus years of administrative experience
Degree/Major
Length of Experience
Associate’s degree plus four or more years of related experience and/or training or
high school diploma and seven plus years of administrative experience
high school diploma and seven plus years of administrative experience
Supervisory Experience
No
Supervisory Experience Detail
Supervises student workers
Special Skills or Experience
- Experience with budget management, managing online software, data entry, and customer service
- Knowledge of and experience with Microsoft Office (Word, Excel, PowerPoint, Outlook), with skills in word processing, budgeting, data management, and customer service
- Strong written and verbal communication skills
- Effective time management and ability to work independently, as well as to establish relationships and function within a team.
- Excellent customer service skills and ability to respond effectively and compassionately with a diverse group of students, families, and colleagues across campus
- Ability to manage multiple schedules, projects, and tasks simultaneously
- Ability to adapt to new responsibilities in an evolving workplace
- Ability to mentor other employees, including both student and professional staff
- Proficiency in using database software (i.e., Colleague, OnTrack, and PhoenixCONNECT) to access financial information for reconciling accounts, entering budget information, and data management
- Must have an acute understanding and passion for building inclusive communities, strong critical thinking skills, the ability to exercise good judgment, and must maintain a high level of discretion and confidentiality.
Special Instructions to Applicants
Posting Detail Information
Posting Date
03/02/2023
Closing Date
Open Until Filled
No
Position Description
Position Description
This section is required and must be completed.
General Purpose of Position
The Administrative Assistant is responsible for providing administrative support to the Associate Vice President for Student Life and Dean of Students, a senior-level leader in the Division of Student Life. This position also supports the Assistant Dean of Students and the Community Health Manager. This position manages daily administrative operations and coordinates processes and procedures related to multiple departments that report to the Associate Vice President for Student Life and Dean of Students, including budget and purchasing; HR process related to recruitment, hiring, termination, and personnel management; staff professional development; scheduling and program management; responding to student and family concerns; and collaboration with departments and offices across the division and across campus. This position utilizes exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact.
Essential Duties and Responsibilities
Administrative and Office Management
Provide primary administrative and office management support for the Associate Vice President for Student Life and Dean of Students, the Assistant Dean of Students and the Community Health Manager. Maintain calendars, assist with scheduling meetings and appointments, coordinate various committee and group meetings, and support the Associate Vice President for Student Life and Dean of Students, the Assistant Dean of Students and the Community Health Manager with projects and coordination of the department and members of the staff. Duties include opening and closing the office, maintaining a professional work environment, welcoming visitors, managing, and directing phone calls, word processing, spreadsheets, editing, filing, and other tasks as assigned.
Inquiry Response and Student Support
Serve as front-line staff member for students, staff, faculty, and parents on inquiries related to departmental and divisional programs and services and address concerns and needs related to student support, well-being, policies and procedures, and resources for the Office of the Dean of Students.
Project and Budget Management
Assist with administrative duties (word processing, editing, proofreading, filing, etc.), maintain paper/electronic files and records related to programs, projects, committees, personnel, and budgets. Manage, monitor, and track budget transactions (check request, purchase request, contracts, catering orders, expense corrections, transfer of funds) and generate monthly budget reports. Allocate/reconcile procurement card charges for dean and supporting staff in a timely manner. Manage and process staff professional development travel and travel expense reports. Support administrative processes of the office including but not limited to crisis response, medical leaves and returns, immunization compliance.
Personnel Processes
Coordinate personnel processes for professional staff, including entering and tracking recruitment and hiring requisitions, coordinating search processes, materials, and itineraries, scheduling onboarding activities as necessary, and processing personnel action requests. Manage the recruitment, marketing, hiring, training, supervision, and evaluation of student staff, providing support and mentorship while encouraging professionalism in the workplace. Assist in developing administrative and professional skills of student employees to ensure that student employment is a high impact practice within the department.
Partnerships and Collaboration
Create strong partnerships and maintain effective communication with other departments and units within Student Life and across the university, including students, faculty, staff, and alumni. Actively support an inclusive climate within the division and university community.
Other Duties · Maintain confidential files and information · Assist with processes associated with immunization compliance · Support university events, including, but not limited to: Convocations, Commencement, Family Weekend, and events related to Admissions and/or New Student Orientation · Serve on university, divisional, or departmental committees, task forces, and search committees · Other related duties as assigned by the Associate Vice President for Student Life/Dean of Students
Provide primary administrative and office management support for the Associate Vice President for Student Life and Dean of Students, the Assistant Dean of Students and the Community Health Manager. Maintain calendars, assist with scheduling meetings and appointments, coordinate various committee and group meetings, and support the Associate Vice President for Student Life and Dean of Students, the Assistant Dean of Students and the Community Health Manager with projects and coordination of the department and members of the staff. Duties include opening and closing the office, maintaining a professional work environment, welcoming visitors, managing, and directing phone calls, word processing, spreadsheets, editing, filing, and other tasks as assigned.
Inquiry Response and Student Support
Serve as front-line staff member for students, staff, faculty, and parents on inquiries related to departmental and divisional programs and services and address concerns and needs related to student support, well-being, policies and procedures, and resources for the Office of the Dean of Students.
Project and Budget Management
Assist with administrative duties (word processing, editing, proofreading, filing, etc.), maintain paper/electronic files and records related to programs, projects, committees, personnel, and budgets. Manage, monitor, and track budget transactions (check request, purchase request, contracts, catering orders, expense corrections, transfer of funds) and generate monthly budget reports. Allocate/reconcile procurement card charges for dean and supporting staff in a timely manner. Manage and process staff professional development travel and travel expense reports. Support administrative processes of the office including but not limited to crisis response, medical leaves and returns, immunization compliance.
Personnel Processes
Coordinate personnel processes for professional staff, including entering and tracking recruitment and hiring requisitions, coordinating search processes, materials, and itineraries, scheduling onboarding activities as necessary, and processing personnel action requests. Manage the recruitment, marketing, hiring, training, supervision, and evaluation of student staff, providing support and mentorship while encouraging professionalism in the workplace. Assist in developing administrative and professional skills of student employees to ensure that student employment is a high impact practice within the department.
Partnerships and Collaboration
Create strong partnerships and maintain effective communication with other departments and units within Student Life and across the university, including students, faculty, staff, and alumni. Actively support an inclusive climate within the division and university community.
Other Duties · Maintain confidential files and information · Assist with processes associated with immunization compliance · Support university events, including, but not limited to: Convocations, Commencement, Family Weekend, and events related to Admissions and/or New Student Orientation · Serve on university, divisional, or departmental committees, task forces, and search committees · Other related duties as assigned by the Associate Vice President for Student Life/Dean of Students
Education and Experience
Bachelor’s plus three or more years of related full-time experience and/or training required
For candidate’s without a Bachelor’s Degree, associates degree or two year post secondary course credit plus seven plus years of relative experience or training
Does this position require driving for the university?
No
ADDITIONAL INFORMATION.
- Experience with budget management, managing online software, data entry, and customer service
- Knowledge of and experience with Microsoft Office (Word, Excel, PowerPoint, Outlook), with skills in word processing, budgeting, data management, and customer service
- Strong written and verbal communication skills
- Effective time management and ability to work independently, as well as to establish relationships and function within a team.
- Excellent customer service skills and ability to respond effectively and compassionately with a diverse group of students, families, and colleagues across campus
- Ability to manage multiple schedules, projects, and tasks simultaneously
- Ability to adapt to new responsibilities in an evolving workplace
- Ability to mentor other employees, including both student and professional staff
- Proficiency in using database software (i.e., Colleague, OnTrack, and PhoenixCONNECT) to access financial information for reconciling accounts, entering budget information, and data management
- Must have an acute understanding and passion for building inclusive communities, strong critical thinking skills, the ability to exercise good judgment, and must maintain a high level of discretion and confidentiality.
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