Administrative Specialist (Academic Advisement)

This position's primary objective is to provide support to the Academic Advising and First-Year Success Services. Job duties include answering the office phone; greeting students, explaining advising and other retention services, including the registration process and procedures; providing students with their accommodation letters when requested; making referrals after assessing needs or concerns; and working on special projects. Under the direction of the Director, Academic Advising and Student Success, the incumbent coordinates office services such as records control, and other office service activities; interprets operating policies; and exercises independent judgment in resolution of office issues. The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position provides direct support including scheduling appointments, correspondence, data compilation and filing. Also, responsible for providing customer-oriented quality service to the students, faculty, staff and guests of Mesa Community College displaying exceptional organization, professionalism, communications and attention to detail. Assistance to and support of day-to-day operations of the Academic Advising and First-Year Success are demonstrated by, but not limited to the following: intake processing, phone and virtual operations, and front-end triage advising for all student populations. In addition, the position assists the administration in the development and implementation of Advising and First-Year Success policies. Responsible for routine and special projects. Maintain an efficient and welcoming environment of a student-centered office. The Advising Administrative Specialist handles student interactions in addition to phone calls and online student and prospective student interactions.

Essential Functions

40% Administrative Support:

• Assist in the day-to-day operations of the office of Academic Advising and First-Year Success.
• Answering Phone Calls: Directing inquiries, taking messages, or handling calls. Manage and control
  
  

student visits.

• Serve as front line staff for the Academic Advising and First-Year Success Center, handling questions
  
  

and concerns in a professional manner and coordinates front desk operations. Track and follow-up with students who have visited the office.

• Triage front desk check-in processes and other inquiry modalities to respond to queries
  
  

requiring knowledge of advising, first-year success, college, and district resources, activities, services,

policies and procedures and refer inquiries as appropriate.

• Determine the level of care needed and determine the appropriate service delivery to meet student needs.
• Provide general assistance and information to students, faculty, and staff as required and necessary.
• Scheduling: Organizing meetings, appointments, and calendars for staff.
• Correspondence: Managing emails and physical mail, sending out memos or reminders.
• Perform clerical support functions such as: assisting with development and preparation of reports and documents; preparing correspondence through dictation, composing written material, including letters or memos, and proofreading documents.
• Order Supplies: Managing stock levels of office supplies and ordering when necessary.
• Records, Document and System Management
• File and organize to ensure physical and digital filing systems are up-to-date and accessible.
• Data Entry: Input information into spreadsheets, databases, or college systems.
• Prepare reports and documents: Assist with the creation of reports, presentations, or other documentation.
• Document advising services using the appropriate college software platform.
• Compile and analyze statistical data from appropriate systems for reporting results to the director and assistant director.
• Maintain departmental records and coordinate office support functions included: scanning documents', creating databases, entering data, maintaining statistical data, preparing charts and tables, creating reports, organizing office schedules and monitoring supplies.
• Locate and compile information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
• Maintain filing system, contact database, employee list, including updating, retention, and disposal.
• Manage Office Equipment: Ensuring all office equipment (printers, fax machines, etc.) is functional and coordinating repairs when needed.
  
  

40% Student Support Services:

• Determine the correct advisor for a student based on their program of study and educational goals, assign students to the correct advisor, and manage updates to advisor assignments in the student information system.
• Assist students with preparing for advising appointments/meetings.
• Assist with developing departmental specific knowledge to support operations & systems.
• Assist students in the use of campus advising/first-year portal systems.
• Organize all data for new Student Registrations including; materials needed, room reservations, staffing schedule, student documents for registration preparedness.
• Maintain the knowledge of processes including extenuating circumstances appeal process, course repeat process, academic reinstatement process, credit for prior learning process, and program of study change requests, etc. to be able to advise students and sign off on forms in lieu of academic advisors when needed.
• Assist with the planning and execution of special events and other high-stakes programming.
• Respond to emails sent to the E-Advising email address; route emails appropriately, answer general advising questions, and set appointments with academic advisors depending on student needs, in a timely manner and with excellent customer service.
• Assist with the implementation of communications and marketing strategy to advertise student retention and completion workshops/events by submitting marketing requests for flyers, website visibility, digital screen visibility etc. and communicating opportunities to students through college platforms.
  
  

5% Leadership

• Lead front desk check-in case management process that leads to seamless high-level student services.
• Supervise Academic Advising Center phone operations
• Manage schedules, training and performance development for student employees.
• Coordinate advising coverage working with senior academic advisors, academic advisors, and student employees.
• Interpret and communicate operating policies and procedures.
  
  

10% Compliance

• Interpret the college catalog regarding credit and transfer policies and the acceptance of courses from other agencies as equivalents to MCCCD/MCC courses.
• Support responses to subpoenas according to policy in a timely manner and follow all legal guidelines associated with FERPA and other state and federal laws.
• Maintain confidentiality. Maintain accurate records as required by accreditation agencies, school policies, and administrative regulations to ensure compliance with regulations, with a commitment to discretion and confidentiality, as appropriate.
• Assist administrator with office organization and detail and recommend operating practices and procedures to create new or to revise existing methods;
• Provide leadership and advice on issues related to academic policy, curriculum, and compliance with Federal laws and regulations, including FERPA.
• Collaborate with the Office of Institutional Effectiveness to provide statistical and narrative reports to aid in developing academic policy, and responding to federal, state, and related internal and external student enrollment requests.
• Assist with and follow college's guidelines and procedures to ensure proper changes in grades.
• Review student records per academic policy and recommend actions on probation and dismissal for academic reasons.
• Work closely and collaboratively with other administrators, departments, and faculty governing bodies and committees to educate, provide advice, interpret, and ensure compliance with existing MCCCD/MCC academic policies and procedures.
  
  

5% Other

• Serve on various executive boards, college and district committees (including locally, regionally, and nationally) as designated and participate in meetings and conferences.
• Ad-hoc Tasks: Assisting with any additional tasks as needed, such as running errands or performing special projects.
• Responsible for other reasonable related duties as assigned commensurate to the grade level of the position.