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Administrative Assistant for Student Life

07/10/2018 4:34 pm

The Administrative Assistant for the Student Life Office is responsible for the organization and co-ordination of office administration, support operations, and procedures and resources to facilitate department effectiveness and efficiency. The Student Life Office is comprised of the following offices: Vice President for Student Life’s Office, Residence Life, Career Development, Jane Addams Center for Civic Engagement, Burpee Student Center and Student Activities, and Lang Center for Health, Counseling, and Wellness. The selected contact will be eligible for a rich benefits package, upon hire, including medical insurance and tuition remission.

Essential Duties and Responsibilities:
Administrative Support: Provide administrative support services to the Student Life Division and assist in maintaining day-to-day operations of the Student Life Office. Answer phone and direct calls to appropriate department/person as needed. Greet guests, students, faculty, and staff and provide appropriate assistance. Scheduling/organizing meetings, including meeting logistics, agenda preparation and serving as a note taker. Manage staff calendars. Process incoming and outgoing mail, including e-mail and faxes. Order and maintain office supplies/equipment. Prepare correspondence, including composing routine letters and memos. Provide support in ensuring Vice President for Student Life is prepared for meetings which includes identifying and obtaining needed information. Assist Vice President for Student Life with event planning and projects.
Process and Procedures: Develop and maintain procedures manual to ensure consistent performance of routines. Assess and make recommendations to improve standard operating procedures. Design and implement filing systems, ensure filing systems are maintained and current. Establish and monitor procedures for record keeping. Ensure security, integrity, and confidentiality of data. Assist in maintaining necessary data bases and computer records. Coordinate departmental communications.

Research: Responsible for reviewing, collecting, and reporting on a variety of data sets and information sources. Correlate and analyze data both internally and externally, and validate information against professional publications and other “best practices” in order to support and validity to current processes and procedures. Compile data found into comprehensive reports for Vice President for Student Life and/or University leadership.

Budget: Along with Vice President for Student Life, prepare and provide on-going tracking and reporting of annual budget for Student Life. Monitor expenditures, initiate fund transfers and other procedures necessary to maintain sound day-to-day business practices. Design spreadsheets and prepare financial reports.

Qualifications: Associate’s degree from an accredited College or University required, Bachelor’s degree preferred. Three years of highly responsible office management working with a senior level administrator. This position requires confidentiality, good judgement, and an excellent level of professionalism, initiative, and thorough follow-through. This position requires a high level of organization and attention to detail at all times plus the ability to organize, prioritize, and manage work flow. Advanced computer skills with demonstrated proficiency in word processing, spreadsheet, and database creation and maintenance, email, and web applications. Ability to manage multiple tasks at once and able to handle fast paced and intense environment. Ability to interpret and apply administrative policies, regulations, and rules. Ability to compose correspondence independently. Ability to communicate effectively with individuals from diverse backgrounds. Ability to work some non-traditional evening and weekend hours (e.g. move-in weekend).

To Apply:
Review of candidates will begin immediately and continue until the position is filled. Please submit a cover letter indicating salary requirements, resume and list of three professional references to HumanResources@Rockford.edu.