Administrative Assistant to the Dean of Students

ACCS • Enterprise, AL

5h • Onsite

About The Position

The Administrative Assistant to the Dean of Students is required to perform general administrative duties with high levels of organization, efficiency and confidentiality; execute administrative procedures and ensure that all functions in areas of responsibility comply with institutional policies and other local, state, and federal policies and law; serve as the receptionist for the Dean of Students office; and provide assistance and service to students, staff, faculty and the College.

Requirements

• Bachelor’s degree from a regionally accredited college or university and a minimum of three (3) years of administrative or clerical experience.
• OR Associate degree from a regionally accredited college or university and a minimum of three (5) years of administrative or clerical experience is required.
• Proficient use of Microsoft Office Suite (Word, PowerPoint and Excel) or Google Office Suite is required.

Nice To Haves

• Experience working within higher education is preferred.

Responsibilities

• Provide exceptional customer service to all visitors and callers to the Dean of Students’ Office.
• Answer multi-line telephone to assist with information and appointments.
• Compose, proof, and edit a variety of official and general correspondence to include external and internal memorandums, emails, letters, thank you notes, and certificates.
• Utilize Banner and Argos to create daily enrollment reports.
• Maintain confidential files for student complaints, student discipline, Title IX and other sensitive cases.
• Preserve, purge and transfer files to storage as necessary according to established policies and procedures.
• Plan, organize, and maintain the filing system.
• Maintain budget information for the dean and other assigned units in Student Services (to include processing requisitions, submitting purchase orders for payment, preparing budget amendments, verifying budget expenditures, etc.).
• Organize and implement calendars and a daily schedule for the Dean of Students and the Student Services Division.
• Prepare and verify travel and expense reports for Dean of Students and other select individuals in Student Services (includes preparing accurate requisitions on-line for reimbursement, travel, registration fees, etc.)
• Coordinate arrangements for meetings, conferences, speaking engagements and interviews.
• Maintain inventory of supplies, equipment and office materials; order equipment and supplies as needed.
• Maintain a resource list of community and state contacts.
• Maintain and file Student Services Manuals.
• Open, date stamp, distribute, and sort incoming mail for the Dean of Students suite.
• Prepare, type, proof and edit forms, proposals, and reports as needed for submission.
• Take minutes of meetings and distribute within the Division of Student Services and within the College.
• Serve as a liaison for the Dean of Students with college faculty, staff, students, and local, state and federal officials.
• Receive guests and visitors; determine nature of business; provide information and/or direct to appropriate person/department.
• Assist faculty and other personnel with information and referral.
• Serve on various college committees, special purpose groups and teams, and perform related services
• Assemble materials for speeches and reports and organize into an established format for the Dean of Students.
• Maintain an organized bank of forms to address the various needs of visitors to the Dean of Students Office.
• Supervise and train student workers.
• Perform other duties as assigned by the Dean of Students and/or President.
• Assist with keeping records by learning Target X, Axiom, Banner, Persona, etc., as needed.
• Serve and assist student organizations as needed.

Benefits

• Salary Schedule E3 04 $39,759 - $57,251 based upon the Alabama Community College System Salary Schedule to be determined by the applicant’s education and years of applicable experience.
• Criminal background check
• E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree