Administrative Assistant, Student Services
SUMMARY OF RESPONSIBILITIES
Under general supervision of the Dean of Students. The Administrative Assistant for Student Services provides administrative support to the division staff by performing a wide variety of clerical and administrative duties. supports the mission of the Institute and serves on institutional committees as needed.
ESSENTIAL POSITION FUNCTIONS
- Maintains routine correspondence, statistical housing reports, purchase requisitions, and documents for the department.
- Compiles and maintains student incident report files as required by the Dean and tracks in Empower.
- Monitors the Student Services quarterly budget, tracks department expenditures, and advises the Dean on quarterly budget adjustments.
- Makes room reservations for Student Services staff on the Event Management System (EMS) and trains staff on how to use EMS.
- Submits updates for the Student Services page on the IAIA website dates the SL page on the IAIA website.
- Receives and routes telephone calls to appropriate staff and to furnish and obtain information when needed.
- Files and maintains a filing system for documents, statistical reports and confidential records.
- Assists with outgoing and incoming mail flow to all staff.
- Provides administrative assistance in the production and dissemination of the annual student handbook.
- Manages department travel arrangements for Student Services staff and students and completes division travel authorizations and vouchers.
- Trains staff on requisition processing, Paychex, Empower and use of computers, fax, telephones and copy machines.
- Coordinates work orders for repair and maintenance to facilities and follows up on the status of orders.
- Provides assistance with the coordination of student transportation with the shuttle driver.
- Provides administrative assistance to Student Services programs and their activities and events as needed.
- Issue and maintains records of campus parking permits through the Empower system.
- Assists with the Student Services orientation and all activities with new incoming & transfer students.
- Must drive a government vehicle and meet the requirements this entails.
- Provides notary services for the college.
- Coordinates vehicle requests from other college divisions.
- Provides assistance for Student Services sponsored events.
- Approval and maintenance of campus bulletin board postings.
- Scheduling of the division’s First Aid, CPR and AED training.
- Other duties as assigned.
REQUIRED EXPERIENCE AND EDUCATION
Completion of high school diploma or equivalent. Three (3) years of office experience.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Ability to organize and prioritize work and to meet deadlines when needed.
- Ability to obtain and keep a notary license
- Ability to initiate and maintain current and accurate filing systems.
- Ability to compose correspondence and reports utilizing proper grammar and format.
- Ability to communicate clearly and effectively with all levels and with all people and groups.
- Ability to interact and work successfully with faculty, students and staff as related to job responsibilities.
- Ability to resolve conflicts in a constructive manner.
- Adheres to appropriate standards of conduct and ethics, including confidentiality, integrity and honesty; follows directives; exhibits ability to adapt to changing work environments; cooperates and works respectfully with others; participates in pro-active problem solving; regularly attends job duties, and participates in meeting as required. Refrains from engaging in rumors.
- Must have a pleasant, courteous, and professional attitude and presence.
- Ability to work with close supervision, to begin projects independently (or as assigned), and to bring projects (or assignments) to conclusion on a timely basis.
- Knowledge of word processing, computer capabilities and standard office procedures.
- Ability to maintain current and accurate filing systems.