Administrative Assistant/Coordinator of Student Services

Wage Range: $15.61-$18.36

Summary

Manages the Student Life office suite; directly performs general support for the Dean of Students, Director of Student Well-Being, Director of Community Standards, and Director of Student Development/ Care Coordintion and indirectly supports all other members of Student Life. Coordinates a variety of services for students and communications to campus stakeholders. Manages a substantial component of care management and student information records such as Guardian and Luther360, including Care reports, Care Support plans, student follow-up, and the conduct system. Provides support to new student orientation programs specifically, and other Student Life initiatives.

ESSENTIAL DUTIES And RESPONSIBILITIES

General Office Responsibilities:

• Welcomes office visitors and provides relevant information, resources and referral, and coordinates response with other campus departments as necessary.
• Manages calendars and makes appointments for all members of the Student Life office suite.
• Receives telephone calls and emails, and takes appropriate action, including maintaining the primary Student Life email.
• Queries data and other information to prepare reports, maintain records, and to inform the office suite and other college departments on student information and trends. Sorts incoming mail for Student Life office areas and coordinates outgoing mail.
• Coordinates the ordering of supplies/materials and submit subscription renewals.
• Manages Student Life storage space ensuring ease of access, appropriate use of storage, and removal of materials as necessary.
• Attends Student Life staff meetings, all college staff meetings, and serves on division and/or college committees as requested.
  
  

Administrative Project Work

• Maintain files on currently enrolled students (Conduct or Care), students who have withdrawn, requested leaves of absence, and recent graduates in accordance with FERPA (Family Educational Rights & Privacy Act) and the. college's record retention policy.
• Corresponds with the appropriate office/department(s) regarding student transitions in and out of the college. Coordinates data collection and provides trend-data as requested during the academic year on persistence and related areas; working collaboratively with other offices, such as Institutional Research and Effectiveness and Registrar, to provide timely and specific information about withdrawn students.
• Review, update, create forms and reports and maintain departmental access (as a super user) in Guardian and Luther360.
• Execute Business Objects reports in Colleague as necessary.
• Maintain a shared Google drive for Student Life related records, documents, and resources
• Assist with preparing records and files for Student Conduct processes, including Luther College Hearing Board
• Assist with special projects, such as coordination of various aspects of personnel searches, presentations, Student Life Awards or other Student Life initiatives.
• Support the Campus Life Committee of The Board of Regents including preparing materials for Board meetings (and other meetings as necessitated) and taking minutes and preparing minutes for distribution.
• Support other Student Life personnel as needed.
  
  

Student Services Coordination

• Monitor and coordinate responses to student concerns and crises by reviewing daily reports in Guardian and Luther360, gathering and processing relevant information, and referring or resolving issues within the scope of the role. Provide compassionate care to inquiries received in person, online, or by telephone from students, the campus community, and parents/families. Communicate as appropriate with faculty, work-study supervisors, and campus partners, provide communication support during emergencies such as accidents, student deaths, or other health-related situations, and ensure timely information sharing with key Student Life and other campus staff.
• Coordinates the submission and maintenance of student health forms (Student Health Report and Immunization Record) for incoming students from receipt in Colleague to storage in Content. This includes the production and distribution of student health forms in conjunction with the Admissions Office, immunization records for international students with Luther Clinic and review of data for annual reporting.
• Monitor and maintain the Student Life annual planning and initiative calendar to ensure projects, deadlines and initiatives are planned for and executed.
• Support the New Student Orientation program by assisting with room reservations, reviewing schedules and preparing materials for printing, coordinating publications and events, scheduling meetings with campus stakeholders, supporting orientation student coordinator and assistant selection processes, and communicating with student coordinators and assistants throughout the summer as needed.
• Coordinate and draft many communications to new students and parents/family, in conjunction with Admission, Academic Affairs, Student Success, and other campus departments.
• Responsible for internal publications and communications, such as the Student Handbook, reports, brochures, and memos. Proficiency in the use of WordPress Software for website maintenance and Colleague for student information.
• Assist in the distribution of student funding programs, specifically, Haugland Fund, Norse Microgrant and Fund the Fun
• Arrange for student transportation in emergency and/or medical situations as appropriate.
• Perform other duties as assigned.
  
  

Supervisory Responsibilities

• Supervise student employee(s) including hiring, training, schedule management, timecard approval, and performance evaluation and feedback as needed.
  
  

EDUCATION, EXPERIENCE And SKILLS

• Education: High school diploma required. Additional training in office procedures and word processing necessary.
• Experience: 3-5 years in comparable position in exchange for training. Must be self-motivated and able to handle difficult situations as they arise, as well as manage several tasks concurrently. Detail orientation essential.
• Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, staff, alumni, parents, and friends of the college
  
  

PHYSICAL DEMANDS And WORK ENVIRONMENT

• Sedentary work; involves sitting most of the time, but may involve walking or standing for brief periods of time; includes exerting up to IO pounds of force occasionally and/or the ability to lift, carry, push or pull, or otherwise move objects with a negligible amount of force.
• Small receptionist area, pleasant; smoke free, air-conditioned in summer and comfortably warm in winter. High traffic and high stress; deal with private and confidential issues on a daily basis.