Duties & Responsibilities

• Monitors the reception area and greets visitors to CCAAS and other units operating in the suite, answers a variety of inquiries pertaining to units within the suite and makes relevant referrals to outside units when appropriate.
• Utilizes a variety of programs to ensure students are checked-in appropriately by unit or academic advisor. Provides quality customer service and operational excellence in managing appointments, including rescheduling, or working with staff to reschedule late arrivals or special circumstances. Maintains a calendar for Division of General Studies advising and leadership teams. Supervises the maintenance of the Acuity online scheduling system for the Division of General Studies, scheduling changes as needed when advisors or students require alternative arrangements and provides clear communication to both students and advisors when appointments require alternate scheduling, initiates contacts to clarify subjective information regarding meeting needs, actionable items, and appropriate methods of correspondence. Ensures a comfortable front lobby environment, managing visitor traffic and creating and posting appropriate signage for conference room events.
• Responsible for various critical administrative tasks related to the Division of General Studies, such as packaging confidential student statements for petition review, providing support for staff meetings and other departmental meetings, overseeing the suite’s conference room reservation process, preparing meeting materials, taking comprehensive meeting minutes, and engaging with and directing students during New Student Registration. This position also oversees the Division of General Studies shared email folder by monitoring the inbox, answering a variety of inquiries, participating in the New Student Registration process, distributing emails to appropriate recipients for more specific questions, and other duties as assigned.
• Screens calls and visitors to CCAAS, determines needs and personally handles routine inquiries, requests, or issues pertaining to any of the units housed in our suite. Reliably transfers calls or connects guests to relevant units on campus for questions intended for units outside of CCAAS.
• Assists with student record updates and data entry in various programs, including but not limited to Banner, Ugradrecs, Acuity, Slate and Microsoft Access. This includes updating and maintaining designations on student academic records as well as adding or removing holds on student accounts.
• In coordination with the Sr. Assistant Director for Operations, Records and Data and the Associate Director for Enrollment Management, coordinates policy, personnel, and program updates to the Division of General Studies website. Manages DGS event calendar and oversees Webtools submission forms for appeals, petitions, and room reservations.
• Participates in Asset Management and Inventory including recording new acquisitions, labeling new acquisitions, making sure equipment is labeled properly, processing requests to transfer custody of equipment, surplus & disposal requests, monthly reconciliation of equipment, and biennial physical inventory. Serves as unit’s charge code approver in unit’s travel and expense management system.
• Manages daily administrative tasks such as obtaining and distributing U.S., campus, intercollege and unit mail daily, checks-in and out computers and related technology, prints and posts conference room calendars, assists in the opening and closing of the unit.