Administrative Specialist, Dean of Students

San José State University • San José, CA

5d

About The Position

Reporting to the Associate Vice President and Dean of Students, the Administrative Specialist coordinates direct support for the Dean of Students and Associate Dean as well as high level administrative support functions for the offices within this unit (Student Conduct and Ethical Development, Behavioral Intervention, Ombuds). The Administrative Specialist provides assistance with student conduct, behavioral intervention and student ombudsperson administrative functions for San José State University. The nature of the work performed by the Administrative Specialist is highly sensitive and requires interpretation of CSU and university policies and procedures. This position regularly performs duties that require access to confidential information, which contributes significantly to the overall work of the Dean of Students unit. This position works directly with the team to collect, organize, present, and maintain sensitive and confidential data.

Requirements

• Excellent customer service and public relations skills.
• Strong written and oral communication skills including the demonstrated ability to effectively present information and respond to questions from students, faculty, staff, administrators, and external agencies.
• Ability to maintain confidentiality and appropriately handle sensitive interactions with students, faculty, staff, administrators, and external agencies.
• Ability to learn and articulate the educational approach to student conduct in a university setting.
• Ability to perform accurately in a detail-oriented environment.
• Ability to coordinate and prioritize multiple work priorities, organize and plan work and projects.
• Ability to function well independently as well as part of a team.
• Ability to use independent judgment, critical thinking skills and analytical skills.
• Ability to apply professional judgment in determining notification to appropriate administrators concerning student behavior.
• Ability to mediate conflict and provide dispute resolution in a fair and objective manner.
• Ability to learn and use student conduct databases (e.g., Maxient).
• Knowledge of software applications: work processing, spreadsheet, database management.
• Computer skills necessary to develop publications, produce reports, and maintain a website.
• Knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
• Ability to be functional in all technical aspects of work assignments.
• Ability to research, understand, interpret, and apply technical procedures or regulations as well as federal, state, CSU and university policies and procedures.
• Ability to analyze complex situations accurately and adopt effective courses of action.
• Knowledge of assessment/evaluation practices.
• Ability to establish and maintain effective working relationships within a diverse environment.
• Ability to communicate with constituents in a professional and respectful manner.
• A bachelor's degree and/or equivalent training.
• Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Nice To Haves

• Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
• Two years of professional work experience in student records or a related field (police, hospital, etc.).
• Two years of experience in a high volume setting providing excellent customer service in higher education or related environment.
• Experience using databases (i.e.: SIS, Maxient, PeopleSoft, FileMaker Pro, Excel Spreadsheet) or comparable databases.

Responsibilities

• Provide front-end reception and support for the Dean of Students (DOS) suite
• Serve as DOS suite primary contact; respond to questions (via telephone calls, emails, and in-person), analyze and solve problems.
• Provide back-up coverage for the 1st floor reception desk as needed.
• Triage student cases and concerns from the campus community, deescalating and referring to team members as needed.
• Maintain collaborative and consultative networks with the campus community and serve as a resource to faculty, staff, and administrators, answering questions and providing information about our services.
• Create content and help maintain departmental webpages in the DOS suite.
• Delegate job tasks and responsibilities to Student Assistant(s); ensure completion of tasks assigned.
• Assist with outreach to the campus community about DOS resources through tabling and promoting events, activities, and experiences that enhance student success.
• Responsible for direct administrative and clerical support for the Dean of Students and Associate Dean
• Manage calendars and schedule appointments with students, employees, and community members as requested, anticipating scheduling conflicts and working to address them appropriately.
• Coordinate meetings, conferences, and workshops (including coordinating formal hearing logistics), to include facility and technology reservations, catering, promotional and program materials, and assessment.
• Review status of job tasks and responsibilities with the Dean/Associate Dean on a regular basis.
• Coordinate travel arrangements for Dean and Assoc. Dean, to include travel requests, registration, transportation and hotel reservations, and reimbursement.
• Assist with preparing documents and materials for campus or system-wide reporting purposes.
• Assist the Student Conduct Administrators with maintaining the student conduct database (Maxient) pertaining to student disciplinary records
• Ensure timely entry of case pertinent information in the student conduct database (Maxient or equivalent).
• Process academic dishonesty violations, to include: issue charges and a factual description of the alleged conduct, notification to students and faculty, case assignment, resolution, and assignment of academic and administrative sanctions.
• Ensure compliance of educational and disciplinary sanctions and coordinate with other offices as necessary.
• Impose administrative holds for students and student organizations whose sanctions are not achieved within the designated timeframe.
• Request administrative withdrawals from courses for individuals that do not maintain student status as a result of the disciplinary process.
• Ensure student conduct records are properly maintained and organized.
• Provide administrator level support for the student conduct database to update users, granting/restricting access levels, create and manage groups, charges, sanctions, tasks, incident reports, layouts, forms, letters, campus locations, and analytics.
• Create Student Conduct incident reports based on information obtained from the daily log.
• Verify status of university affiliation of individuals named on reports and route reports to the appropriate department administrator.
• Assist the Student Ombudsperson and Behavioral Intervention Case Managers with maintaining their respective databases pertaining to student cases
• Ensure timely entry of pertinent case information in the appropriate databases (Maxient or equivalent).
• Assist with developing relevant formulas (spreadsheets) and “tags” (software programs) to help with data analysis.
• Create case summary reports on a weekly, monthly, or quarterly basis for the purposes of sharing usage and trends with campus administrators.

Benefits

• San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
• For more information on programs available, please see the Employee Benefits Summary

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level