Administrative Assistant - Student Support Services

Statement Of Primary Purpose

Serves as the first point of contact for Student Support Services (SSS), maintaining a professional and welcoming presence at the front desk and throughout the office suite. Greets and assists SSS students, directs them to appropriate advisors, and provides accurate information and resource referrals.

Supports SSS staff in delivering a high-quality student experience while promoting student

engagement, retention, and successful program completion.

Classification

Full-time, non-exempt, office support staff.

Essential Functions And Responsibilities

Student Support

• Greet and direct students to the appropriate Student Support Services (SSS) Advisor.
• Provide courteous, accurate, and timely information to SSS students.
• Respond promptly to phone calls, emails, texts, and inquiries about SSS programming, resources, and services.
  
  

Scheduling and Record Management

• Schedule and track student intakes, check-ins, and meetings via email, phone, or text, and record appointments in Google Calendar.
• Organize and maintain records and filing systems in compliance with grant regulations, confidentiality, and compliance of FERPA guidelines.
• Maintain up-to-date and accurate student records to track student progress and retention. Including securely and permanently destroying records to prevent unauthorized access to sensitive information
  
  

Communications and Outreach

• Manage SSS social media platforms, update the SSS webpage, and create promotional materials.
• Draft and distribute communications, including text messages, emails, and monthly e-newsletters, in alignment with the SSS communication plan.
  
  

Program and Administrative Support

• Assist the Director and program staff in preparing and submitting federal reports by required deadlines.
• Prepare and process travel requests, purchase requisitions, and supply orders.
• Operate and maintain office equipment, ensuring proper use of computer software and related systems.
• Purchase equipment and supplies by working in the E-Procurement system.
• Manage and track educational and personal resources and equipment loans for students, including books, calculators, laptops, and assistive devices.
• Assist with planning, marketing, and implementation of college transfer visits, cultural enrichment activities and service-learning activities.
  
  

Minimum Qualifications

Education

Required: High School or equivalent with 5 years Office Admin experience

Preferred: Associate degree with a minimum of 2 years Office Admin

Knowledge And Skills

• Proficient in various software programs and keyboarding. (Google products including Gmail, Calendar, Meet, Chat, Sheets, Docs, Drive), MS Office including Word, Excel, PowerPoint, Adobe. Canva.)
• Ability to establish and maintain effective working relationships with students, faculty, and staff.
• Self-motivation to work independently.
• Work as a collaborator with SSS staff.
• Excellent verbal and written communication skills.
  
  

Physical Demands

• Light lifting of office supplies. Bending, stretching, and walking for filing
  
  

Working Conditions and Environment

• Typical campus office environment and hours.
• Seated workstation in open office area.
• Must be able to work independently for extended periods of time.
  
  

Equipment Operation

Computer, phone, copier, scanner.

This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisory personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title, as necessary.

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