Job Openings >> Administrative Assistant
Administrative Assistant
Summary
Title:Administrative Assistant
ID:1216
Department:Campus Life
Description

Job Summary
Under the direct supervision of the Associate Dean of Campus Life, this position provides support to the Office of Campus Life. This position is responsible for greeting and assisting students/parents/visitors to the office in such a manner so as to assure smooth flow of traffic and assist those visiting the area in the most efficient and expedient manner possible. This position also provides administrative support to all aspects of Campus Life operations, including but not limited to housing assignments, housing appeals, student activities, fraternity and sorority relations, orientation, and student conduct.

Job Duties (but not limited to):

  • Maintain a clean and organized reception area with a welcoming atmosphere for students, students’ families, staff, faculty, and other visitors of the college.
  • Schedule appointments and meetings for the Associate Dean of Campus Life and Assistant Directors of Campus Life, as well as provide scheduling for the Vice President for Student Engagement as requested.
  • Provides administrative updates, data input, and tracking for completion of student conduct cases.
  • Serve as receptionist for the office and provide general customer service to all seeking to interact with Campus Life professional staff.
  • Oversee and lead the unit’s work with Banner as the residential billing process starts with this position via inputting and accurately maintaining the housing assignments and meal plan assignments in Banner (student information systems).
  • Collaborate frequently with the Business Office and the Admission Office to ensure an efficient and effective assignments of student housing and meal plan for students and the billing process.
  • Provide reports on housing assignments, meal plan assignments, administrative forms completion, etc.
  • Manage the unit’s collaborative administrative functions by processing and filing these forms: (room selection, health/immunization, meal plan, residency exemption, housing lottery, etc.), managing the central housing office’s email account, and creating/maintaining/filing student conduct files in preparation for the student conduct process.
  • Provide dedicated assistance planning and facilitating the Office of Campus Life’s special projects, including Summer Orientation, Resident Advisor Training, Residence Hall Opening, Fall Move-in, First Week, Fraternity and Sorority Recruitment, Winter Break Closing, Jan Term/Spring Opening & Move-in, End of the Year Move-out, etc. These special projects may include night and weekend responsibilities and may require weekly hours to be shifted from per project needs.
  • Oversee the ordering of office supplies for the unit.
  • Serve on various College committees and/or task forces as requested.
  • Other duties as assigned by the Associate Dean of Campus Life and Vice President for Student Engagement.

Minimum Qualifications

Bachelor’s degree and three (3) years of clerical, administrative, secretarial or office management experience; or, the equivalent combination of experience, training and/or education as approved by Human Resources.  Prior administrative experience in a college or university is preferred.

Knowledge, Skills and Abilities:

Must be proficient with word processing, database, spreadsheet, e-mail, Banner (student information systems) for housing and meal plan assignments, and work with software to include Word, Excel, Outlook, Dropbox, etc.  Ability to learn and use software to improve effectiveness and efficiency with administrative tasks.

Knowledge of FERPA regulations for handling confidential and/or student records.

Excellent oral, written, and interpersonal communication skills with demonstrated ability to work collaboratively with community organizations, public/private agencies, faculty, staff, and students.

Commitment to the mission of church affiliated liberal arts institutions like LaGrange College.

Demonstrated sensitivity to issues of diversity, inclusion, and social justice in the collegiate setting.

Proven record of being able to utilize effective time management, organization, prioritization, and attention to detail while performing multiple duties, often under stress.

Ability to work nights/weekends on a periodic basis.

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