Management Assistant for the Office of the Dean of Students (8040)

Idaho State University

2d•$21•Onsite

About The Position

The Management Assistant for the Office of the Dean of Students provides administrative support to the Assistant Vice President and Dean of Students, the Associate Dean of Students, and the Coordinator of Student Care and Assistance, as well as limited support to other departments supervised by the AVP/Dean of Students. The role performs administrative duties that help management and administrators function effectively and includes responsibilities for office operations, general administrative support, and student conduct case administration. This is an on-campus position in Pocatello and is not eligible for remote work. The position is not eligible for new visa sponsorship; candidates who already hold valid U.S. work authorization may be considered.

Requirements

Experience interpreting and applying regulations, policies, and procedures.
Experience planning, organizing, implementing, and evaluating special projects.
Experience independently researching, compiling, developing, and summarizing material for reports on a frequent or recurring basis.
Experience analyzing information, identifying problems, defining alternatives, and developing recommendations for management or administrators.

Nice To Haves

Some knowledge of management practices.
Some knowledge of financial record-keeping methods.
Experience coordinating events.
Experience communicating and interacting with the public and public officials, such as agency heads and the Legislature.

Responsibilities

Recruit, train, and supervise Student Affairs Office Suite student workers, and provide direction and ongoing support.
Design and facilitate regular training programs to improve team efficiency and service quality.
Manage scheduling to ensure consistent office suite coverage.
Serve as the primary point of contact for the Dean of Students Office, route inquiries to campus departments, and provide information about campus services and resources.
Maintain effective communication with community partners and collaborative relationships with campus offices.
Maintain working knowledge of university processes and procedures affecting the office, including hiring and related paperwork.
Serve as lead administrator for the Maxient software system, including technical troubleshooting.
Assist students with processes such as registration status, account balances, and holds.
Organize travel arrangements in accordance with university guidelines.
Maintain the FERPA release process in collaboration with other offices.
Manage user access to, monitor, and serve as communication liaison for the ISU email accounts of the Dean of Students, Student Conduct, and The Bengal Newspaper.
Manage and reconcile purchase cards for the Dean of Students Office and the Activities Program Coordinator.
Manage the Dean of Students' calendar and schedule meetings, including planning for group meetings.
Co-manage the Dean of Students Office website.
Serve as primary point of contact for the Student Conduct Board, Scholastic Appeals Board, and Academic Dishonesty Board.
Coordinate student communications, compile and organize case documentation, and schedule board meetings in accordance with institutional policies and procedures.
Provide administrative support for The Bengal Newspaper, including onboarding and offboarding staff.
Provide administrative support for the Care Team, including meeting documentation and note-taking.
Create and coordinate agendas for biweekly Dean of Students team meetings, extended direct report meetings, and monthly budget meetings.
Manage incident reports through Maxient and send student notification and outcome letters through the system.
Assist with case management by tracking correspondence and evidence.
Monitor police logs for Pocatello and Chubbuck.
Collaborate with Public Safety to create Maxient cases and complete follow-up.
Perform other duties as assigned.