Administrative Assistant for Student Experience

Administrative Assistant for Student Experience

Job Title:

Administrative Assistant for Student Experience

Department:

Student Life

Reports To:

Vice President of Student Experience

Position Summary:

The Administrative Assistant for Student Experience will provide support to the Vice President for Student Experience and staff within the Division. The Administrative Assistant for Student Experience will handle, in a prompt and professional manner, highly confidential and sensitive information and will serve as the front-line for inquiries and issues brought to the Vice-President's Office.

Key Responsibilities:

Professionally represent the Student Experience Division to internal and external constituents. Coordinates the administrative functions for the Student Experience Office and Student Life Suite and assists with greeting office traffic and answering phone calls. Appropriately respond to incoming emergency phone messages for students. This process may involve locating the student and delivering the message directly. Notifying faculty members and the Registrar in cases of student absence for illness, hospitalization, and emergencies. Maintain and organize files for all students. Allocate credit card information for Student Experience staff. Coordinates the flags to welcome our international students -- ensuring they are properly hung and that students from foreign countries have their flags displayed. Be attentive and listen to students when they come to the office with an issue and direct them to the appropriate resolution. Answer all calls regarding general information about the College in a professional and courteous manner. Provide assistance during annual Family Weekend activities by greeting guests and registering parents. Coordinate and provide support for various staff members' calendars. Maintain and organize the College's identification card system. includes taking pictures of students, faculty, and staff for the card system and printing the appropriate ID card. This also includes dependents of faculty and staff for campus space utilization. Manage and assign mailboxes and mail keys to students and all employees each school year. This includes 1,000 keys for each school year. Manage the mailroom in Johnson Hall. Hire, train, and manage the schedule for student workers. Assist with the preparation of Orientation/Hill Kickoff days and work at each event as needed. Manage all reservation requests from individuals, departments, and student organizations. Serve as the primary representative for visiting groups (including camps and conferences). Take orders for birthday cakes and notify students when their cakes are ready for pickup. Manage student care package orders and disbursement. Collect information and create a monthly parent newsletter to distribute to all parents. Coordinate shuttles for students going home during Thanksgiving, Winter, Spring, and summer breaks. Process online information for housing and health forms. Supervise student workers supporting work within the Student Experience Division and Student Life Suite.

Qualifications:

A High-School Diploma. 1-3 years of relevant formal training or work experience beyond high school. Experience required in coordinating multiple projects and working well with people at all levels of the College. Must possess excellent problem solving skills, advanced written and verbal communication skills and exceptional attention to details. Basic knowledge of Microsoft Office (Word, PowerPoint, Outlook, and Excel) and Google suite is required. Proficient in Jenzabar (or at least be willing to be trained to be proficient). Runs reports for Student Life professionals when needed -- works closely with IT in making sure reports are accurate. Must possess an understanding and enthusiasm for the mission and vision of Culver-Stockton College.