Classification Summary :

Under general supervision, coordinates, oversees, and / or performs a wide variety of administrative support activities supporting the level of non-academic college dean or an Assoc-Asst VP of a centralized function for the university or community college.

Assignments may be confidential in nature. Provides and coordinates staff and office support. Coordinates special events.

May serve on a variety of committees in a support capacity.

Classification Standard Duties :

Provides staff and office support for the non-academic college dean or an Assoc-Asst VP of a centralized function for the university or community college, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate;

serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues.

• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities;
• takes minutes, and provides administrative support and follow up on matters arising from meetings. Composes and prepares written documentation and correspondence for the office;

screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate. Schedules and coordinates appointments and / or travel arrangements, and coordinates and oversees daily office activities.

Gathers, enters, and / or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.

Leads and guides the work of lower graded staff and / or student employees, as appropriate; may participate in training and evaluative sessions.

Carries out and coordinates administrative activities associated with academic affairs, such as tenure, contracts and promotion of faculty reporting to the dean as appropriate.

Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.

Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.

Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification / License, Equivalency

Required Education : High School diploma or GED certificate.; Required Experience : Five (5) years of experience related to the standard duties as outlined.

Equivalency : Completion of a post-secondary degree or certificate may substitute for years of experience.; Required Certification / License :

Knowledge, Skills and Abilities

KNOWLEDGE : Knowledge of supplies, equipment, and / or services ordering and inventory control. Knowledge of planning and scheduling techniques.

Knowledge of academic administrative principles and procedures. Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.

Knowledge of office management principles and procedures.; SKILLS : Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

Records maintenance skills. Database management skills. Skill in organizing resources and establishing priorities. Word processing and / or data entry skills.

ABILITIES : Ability to lead and train staff and / or students. Ability to create, compose, and edit written materials. Ability to coordinate and organize meetings and / or special events.

Job Duties and Responsibilities

• Manage administrative and organizational functions of Student Services.
• Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times.

Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.

Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies;

monitor office expenditures to assure purchases are within budget.

Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements.

Attend to travel arrangements for the divisions as requested.

• Prepare divisional reports, board reports and grant reports as needed, within established deadlines.
• Maintain the VPSS’s calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
• Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Deans are involved.

Serve as the recorder and minute taker for Student Services.

• Evaluate all incoming correspondence to determine which matters require the VPSS’s immediate attention.
• Coordinate and assist with various special, student, and recruitment and retention events, activities, assignments and projects as assigned including the Ceremony of Excellence, Commencement, New Student Orientation, Welcome Week, etc.
• Perform other job-related duties as assigned.

Preferred Qualifications

Special Requirements of the Position

Flexible hours in order to participate in student orientation and recruiting events, convocation, graduation, and other campus-wide or division / departmental events, as assigned by their supervisor.

Contingent Upon Funding : Not Applicable

Bargaining Unit Eligibility : This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule : Standard (M-F, 8-5)

If Not a Standard Work Schedule :

Working Conditions and Physical Effort

Environment : Work is normally performed in a typical interior / office work environment.

Physical Effort : No or very limited physical effort required.

Lifting Requirements : Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk : No or very limited exposure to physical risk.

Last updated : 2024-05-18