Ally Center Department Assistant

Job Summary: This position exists to provide general administrative support, organizational and appointment scheduling assistance, for the Ally Center, which offers various academic services for on-campus and online students. This is a front desk position.
 

Personal Qualities:

• Self-awareness of personal strengths and limitations
• The desires to grow, develop, and mature, both spiritually and professionally.
• The ability to create and maintain a Christian professional atmosphere in all internal and external relationships.
• A spirit of cooperation and willingness to serve as a team.
• A professional appearance.
   

Physical Requirements:

•  Prolonged periods of sitting at a desk and working on a computer.
   

Education and Experience: 

• Minimum of an associate’s degree with two years of relevant work experience or a bachelor’s degree.
• Administrative support experience in academic/higher education setting preferred.
• Academic tutoring experience a plus.
   

Duties/Responsibilities:

• Maintain an orderly and welcoming reception area.
• Maintain confidentiality of student records (withholding rules/regulations of FERPA).
• Communicate with students regularly regarding appointments, scheduling reminders, and answering questions.
• Monitor on-campus students in the main area of the Ally Center during regular business hours.
• Answer the AMS, WS and ASO (if ASC coordinator isn’t available) phones, take messages and/or refer calls to the appropriate individual(s).
• Greet visitors and answer general questions; refer detailed inquiries to other staff as needed.
• Work directly with students, professors and proctors to manage administration of exams, including the proctoring of exams and quizzes.
• Assist the ASO with coordination of notetaking accommodations.
• Ensure that important info is added to Master Accommodations tracking sheet for ASO record keeping.
• Electronically schedule tests, student appointments and study hours using the Center’s customized on-line data-tracking/scheduling system: TracCloud.
• Walk students through sign in/out procedure for registering Ally Center visits in the TracCloud program.
• Support the AMS Coordinator with TracCloud maintenance tasks.
• Support the Writing Services Coordinator with new student placement tests procedures and score reporting.
• Manage Anthology groups for AMS and ASO and help with file updating and changeover.
• Assist in monitoring at-risk and probationary student populations
• Monitor service coverage and identify scheduling gaps
• Support student email campaigns (e.g., Constant Contact)
• Conduct basic student outreach (reminders, follow-ups, engagement prompts)
• Coordinate logistics for workshops and webinars (attendance tracking)
• Assist in the maintenance and ordering of office supplies: printer paper, copier ink, pens, pencils, and any other necessary supplies, and track on the Ally Center budget tracking sheet.
• Assist in building reports for the Ally Center Director and Associate Director as needed.
• Assist Ally Center Director and Associate Director with hiring procedures and onboarding as requested.
• Maintain SharePoint and all outward facing documents resources as up to date as possible; ensure accuracy of Ally-related Formstacks and publications and coordinate updates with the team.
• Support the Assistant Provost in writing dismissal and appeal decision letters.
• Assist in other duties when called upon as needed for the good and welfare of the total College ministry.
   

Required Skills/Abilities:

• Competent in interpersonal/relational skills
• Competent communicator with strong verbal and written skills
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.