Review Vacancy
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $47631 to $47631 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Must be reachable on current Civil Service Secretary 2, SG-15 list, currently hold the title of Secretary 2, SG-15, or be eligible for transfer per Civil Service rules.
Duties Description Maintain knowledge of the broad scope of the Division of Student Affairs’ functional areas (Academic Support Services, Career Services, CSTEP (Collegiate Science and Technology Entry Program), Community Service, Student Conduct, Student Diversity and Inclusion, Student Involvement and Leadership, and Student Support), operate independently based on knowledge of the areas, and coordinate and communicate tasks related to the areas.
Under minimal direction from the Dean for Student Affairs (chief student affairs officer), oversee administrative activities of the Division including:
• Handle highly sensitive and confidential files, reports, and incoming correspondence, drafting responses, and reviewing outgoing correspondence on Dean’s behalf; maintaining calendar and appointment schedule; coordinating and arranging meetings, events, and programs; and making travel arrangements. May assist other academic staff as time allows.
• Serve as the first point of contact for student crises that occur during regular business hours, and in absence of appropriate academic staff, make judgments on appropriate practices, responses, and/or referrals.
• Serve as the first point of contact for other academic offices and staff members during regular business hours, and in the Dean’s absence.
• Serve as primary administrator for Maxient system (student conduct management software) and facilitate components of the student conduct process using Maxient including receive, review, and enter incident reports; create and send appointment letters for student hearings; and finalize disposition (outcome) letters and communicate results as appropriate.
• Provide infrastructure oversight to the Maxient system including ensure the accuracy of student records, keep data clean and up-to-date, and run reports as needed.
• Organize College Hearing Board and College Appeals Committee meetings as needed.
• Provide information on all functional areas’ programs, activities, and staff members; and make referrals as appropriate.
• Using independent judgment, respond to student/parent/family/constituent concerns and issues.
• Direct, supervise, and evaluate Office Assistant 2 and work-study students located in multiple locations.
• Develop presentations, reports, and proposals on behalf of the Dean. Establish and maintain various databases related to office client services, student conduct, placement, voter registration, and other required annual reports.
• Provide administrative support to two Assistant Deans for Student Affairs, the Director of Student Diversity and Inclusion, the Director of Student Involvement and Leadership, the Student Conduct Officer, and the Academic Integrity Coordinator including maintaining calendar and appointment schedules, and coordinating and arranging meetings, events, and programs.
• Coordinate special programs, meetings, projects, purchases, etc.
• Support in the logistics of College-wide events such as annual Career Fair, New Student Orientation (August and January), Fall Family and Alumni Barbeque, Opening Convocation, and two Commencement ceremonies (December and May). Oversee program promotional materials (flyers, emails, publications, etc.)
• Assist and support the budgeting and oversight process for all functional areas (some with multiple budgets) within Student Affairs. Monitor all budgets for expense control. Review and maintain monthly budget reports and reconciliation with Legacy and SMART systems. Oversee the procurement process and purchase orders.
• Design, set up, and maintain filing system and office website.
• Maintain records for and provide students with special needs with materials and resources appropriate to their needs.
Some positions may require additional credentials or a background check to verify your identity.