Deans Office and Student Services Assistant

Deans Office and Student Services Assistant Claremont School of Theology - 4.1 Los Angeles, CA Job Details Full-time $27 - $30 an hour 21 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Life insurance Qualifications Google Workspace Teamwork Interpersonal skills Word processing English Databases Administrative experience Bachelor's degree Organizational skills IT Productivity software Appointment scheduling

Technical Proficiency Full Job Description Summary:

Claremont School of Theology is a progressive United Methodist, ecumenical, and interreligious seminary and graduate school. We are seeking a Deans Office & Student Services Assistant position. This position will work directly with the Deans and Registrar offices. Responsible for administrative processes; ensuring a high level of experience and organizational skills, interaction with students, faculty, and staff.

Title:

Deans Office and Student Services Assistant Scope of Work The employee will serve as Deans' Office and Student Services Assistant under the supervision of Acting Vice President for Academic Affairs , Yuki Schwartz. The position will be compensated at $27-30 per hour depending on experience . The workload is 37.5 hours per week. Work hours will depend on the demand for services and may vary from week to week (in-person and remote). The employee must be local to the Westwood campus. ✦ On-campus at the CST Westwood weekly: Tue, Wed & Thur - 8:30am to 5pm. ✦ Remote work: Mon & Fri - 8:30am to 5pm (on-campus duties may be needed on these days during events) ✦ In the office all days for intensive week that take place on the CST campus ✦ Deans' Office work : ➢ Answer phone/voicemail and direct phone calls to appropriate departments (as needed) ➢ Monitor security cameras (as needed) ➢ Staff front desk as needed ➢ Greet any visitors, students, faculty, and staff to the campus (as needed) ➢ Dean's Office Correspondents and Packets

• Prepare Adjuncts contacts
• Prepare student letters and packets (work with Deans & Registrar offices)
• Request and organize booklist and syllabus files for accreditation ➢

Meetings:

• Send out reminder and take staff weekly meeting notes
• Schedule Calendar Events for Deans
• Send out Faculty and Full Professors monthly meeting agendas
• Receive meeting minutes and notify effected departments as needed
• Faculty Retreat ▪ Confirm in-person venue(s) ▪ Assist with menus ➢ Check booklist and syllabus for accreditation files Summer/Fall (in May) & Winter/Spring (in Oct)
• Need to make sure we received all of them from faculty, affiliate faculty & adjuncts.

Save the booklist/syllabus to the correct course schedule for each semester ➢ Coordinate student participation in faculty award voting processes ➢ Assist Dean for Students with NSO (Familiarity and/or proficiency with Learning Management Systems preferred) ➢ Help with TA/RA/PA orientation (working with Dean for students). ✦ Registrar's Office work ➢

Formstack:

Monitoring the status of a form can happen on a weekly basis. Most forms are already created. In case there are new forms to create, there are available templates to use. The person must be familiar with form creation and must have some basic knowledge of information technology.

• New forms ▪ Staff collaboration to meet needs ▪ Creating form o Creating initial form on Formstack Forms ▪ Setting up email delivery message o Creating PDF on Formstack Documents ▪ Setting up coding to connect with Formstack Forms ▪ Setting up Signatures needed ▪ Setting up email delivery message o Tracking sign feature through Formstack Sign
• Testing ➢ Maintenance
• Bi-weekly maintenance for Google drive
• Fixing any errors or issue ▪ May require tech support and additional training
• Updating names
• Updating approvals when staff change
• Updating other changes needed ➢ Document tracking
• Weekly tracking (sometimes daily) ✦

Designated School Official:

( The bulk of the tasks itemized below happen during certain times of the semester. They are not an everyday task. ) ➢ Document review

• Form review
• Financial statements
• Passports
• I-94 including fixing issues ➢ I-20 preparations
• Creating initial I-20 and SEVIS record
• Transfer student forms/paperwork ➢ SEVIS record Updates
• Information
• Adding dependents
• I-20 extensions ➢ Orientation for F-1 students ➢ Registration meetings with Sharon
• Individual 30 minute meetings with students to go over scheduling options ➢ Semester SEVIS registration
• Checking schedules and information(address, phone number) to register each student each semester ➢ Additional documentation
• Letters of support for SSN application
• Providing travel signatures
• Cross registration letters, etc. ➢ CPT/OPT
• Providing information and guidance to students
• Collecting documentation
• Reporting on student SEVIS record
• Student meetings may be needed ➢ Student support (status related questions)
• Often involves additional training or consultation with others/other resources Occasional Responsibilities ✦ Support Campus Coordinator to help organize and attend campus events: In-person and hybrid (online) events ✦ Deans' Correspondence and Packets (work with Deans) ➢ Assist with New Student Orientation (NSO) activities and coordination which includes but is not limited:
• Troubleshooting orientation-related issues
• Responding to student queries
• Managing the Populi orientation course during the two weeks of NSO (Populi proficiency preferred)
• Assisting with planning and facilitating the Zoom Orientation session
• Helping run the Zoom Orientation during the NSO ➢ Work on the

TA/RA/PA

contracts (Beginning of Fall and Spring semesters)

• Determine who needs student assistants (Request from Dean of Faculty)
• Send TA/RA announcement/memo
• Send out offer letters to students
• Send payment requests to President office for processing after each semester (Fall/Spring) ➢ Adjuncts Onboarding (Beginning of Fall and Spring semesters)
• Prepare contacts
• Send Adjunct the Packets (see flow chart from Dean)
• Let Registrar, IT and Title IX departments know to add new adjuncts/affiliate professors to CST systems (send them a copy of the CV)
• Submit payment requests to President office after semester ends ✦ Assist and support campus coordinator with visits, by welcoming and guiding guests to proper location or events ✦ Provide additional event support for institutional gatherings as needed ✦ Other paperwork and administrative responsibilities as needed Payment Schedule Payment will be issued twice monthly according to the institution's regular payroll schedule .

Qualifications Bachelor's degree (preferred) Be within reasonable driving/walking distance from Westwood campus Possess excellent verbal and written communication skills Able to work independently and simultaneously manage multiple tasks Strong communication and organizational skills Experience in administration and student services Proficient with word processing, spreadsheets, databases and email applications (required) Knowledge in Microsoft Office products and Google Workspace (required) Familiarity in Populi, Formstack, Jotform, Kanbanchi, Keeper (helpful, not required) Contact Angela Ellis - "We are an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status."

Job Type:

Full-time Pay:

$27.00 - $30.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Education:

Bachelor's (Preferred)

Language:

English (Required)

Work Location:

Hybrid remote in Los Angeles, CA 90024