Dean of Students Administrative Assistant

Missouri Southern State University•Joplin, MO

7d•Onsite

About The Position

Assists the Dean of Students/Title IX Coordinator with administrative and clerical support, specific assignments, and special projects. Also, maintains official records and schedule for the Billingsly Student Center. This role requires maintaining the highest level of confidentiality due to the sensitive nature of information handled in areas such as Title IX, Student Conduct, and Counseling Services. The position provides exemplary customer service, assists students with issues, and manages front-line support for Counseling Services, including check-ins and appointment scheduling. The Administrative Assistant prepares and proofreads various documents, manages departmental calendars, serves as a receptionist, and maintains the department's website and social media presence. Additionally, the role involves arranging travel, ordering supplies, tracking budget information, and coordinating invoices. A significant part of the role includes coordinating reservations for the Billingsly Student Center, acting as a primary user of the Event Management System, and maintaining the facility events calendar. The position also supports other Dean of Students/Title IX Coordinator departments as needed and performs other duties as assigned to contribute to the institution's mission.

Requirements

High school diploma or GED required.
One year certificate in secretarial/office management from an accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
Ability to read, analyze, and interpret common business and technical journals, financial reports, and legal documents.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to students, faculty, staff, and members of the public.
Ability to respond to common inquiries or complaints.
Ability to effectively communicate both verbally and in writing at a very high level.
Ability to deal with a variety of information presented in oral or written formats.
Ability to deal with non-verbal behavior in assisting with problem resolution.
Ability to make ethical decisions.
Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to present facts to faculty/staff for departmental response.
Ability to interpret a variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Ability to effectively operate a computer (prefer Microsoft Word, Excel, Access, e-mail and internet skills).
Ability to use (or quickly learn) the Purchase Order, Student Data and other software systems.
Ability to effectively use a variety of office machines (such as adding machines, fax, multi-line telephones, etc.).
Ability to multi-task yet maintain close attention to detail and timeliness of work production.
Ability to maintain the highest level of confidentiality.
Ability to be self-motivated and willing to finish unexpected work and meet deadlines.
Good interpersonal skills and ability to cheerfully handle stress in a busy office.
Ability to work in a positive team-oriented manner with a variety of people.

Nice To Haves

Prefer Microsoft Word, Excel, Access, e-mail and internet skills.

Responsibilities

Maintains the highest level of confidentiality regarding sensitive information.
Provides exemplary customer service to internal and external constituents.
Assists students to resolve issues of concern.
Prioritizes calls and visitors, promptly assisting with problems and requests.
Handles incoming calls and correspondence, responding independently when possible.
Provides front-line support to Counseling Services, including check-ins and scheduling/rescheduling appointments.
Prepares drafts and proofreads correspondence, emails, reports, and other documents using word processing, database management, and spreadsheets.
Schedules meetings, appointments, and special events, ensuring efficient use of leadership time.
Manages departmental calendar and independently schedules appointments.
Serves as receptionist for the department via telephone and in person.
Composes and prepares letters, meeting minutes, and various reports.
Prepares confidential correspondence, reports, and other complex documents.
Maintains the department's website and coordinates social media communications.
Arranges complex travel plans and itineraries, and compiles travel-related documents.
Orders and maintains office supplies and office equipment.
Tracks and coordinates departmental and divisional budget information and compiles reports.
Coordinates all invoices for the department.
Coordinates internal and external reservations for the Billingsly Student Center (BSC), including quoting rates, inputting information, ensuring room availability, coordinating room setup, connecting schedulers with university services, facilitating contracts, verifying payments, communicating confirmations, and maintaining records.
Serves as a primary user of the Event Management System, assisting with configurations.
Coordinates weekly, monthly, and yearly facility events calendar and updates it as necessary.
Assists other Dean of Students/Title IX Coordinator's departments as needed.
Performs other duties and responsibilities as assigned.