Essential Duties and Responsibilities: Manages all aspects of the Student Services reception desk, including the receipt, relay, and directing of incoming calls, dissemination of incoming mail, welcoming and the directing of guests, etc; Ensures efficient processing of incoming documents (e.g. application materials, transcript requests, required student action forms, etc.) submitted by prospective, continuing, and graduate students; Assists with a variety of office support functions including file management, program delivery, and other office related needs; Provides support as needed for scheduling appointments, meetings, and other related arrangements for Student Services personnel; Processes payment requests, track expenses, reconcile receipts, submit requisitions requests and other financial tasks; Ability to prepare various reports, presentations, flyers and other printed material; Monitor and manage student services, student center area to ensure documents are accessible, posters are updated, etc; Ability to prepare standardized reports using Microsoft Office suite products including Excel, PowerPoint, Publisher, and related software; Monitor accessibility and availability of student forms, event notifications, and related marketing materials; Maintains and coordinates office supply needs; Maintains a working knowledge of campus policies and procedures; Delegates and supervises administrative support tasks to student workers as needed
Requirements:
Skills and Abilities: Ability to create, compose and edit written materials; Ability to gather data, compile information and prepare reports; Ability to use tact and diplomacy when interacting with university constituencies; Understanding of the university confidentiality policies and guiding principles; Skill in organizing resources and establishing priorities; Database manipulation and management skills, a plus; Records maintenance skills, required; Excellent verbal and written communication skills; PC proficient. Ability to utilize the MS Office platform, including Word, Excel, etc; Strong presentation, written & verbal communication & listening skills; Demonstrated ability to work effectively both independently and as part of a team; Ability to manage multiple projects, work efficiently under pressure, and meet deadlines; Ability to maintain working relationships with a diverse population of students, faculty, staff, and others
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Posting Details Position Information Posting Number 00243 Title ADMINISTRATIVE ASSISTANT (OFFICE OF STUDENT AFFAIRS) Position Number 00153 Job Description This position reports directly to the Dean of Student Affairs and supports the goals and objectives of the Student Services department including the Office of Enrollment Management Office of Registration and Records, and the Office of Financial Aid and Scholarships. The primary responsibility of this position is to ensure that the student service goals and objectives are accomplished in accordance with best-practice standards of quality and customer service. Essential Duties Essential Duties and Responsibilities: • Manages all aspects of the Student Services reception desk, including the receipt, relay, and directing of incoming calls, dissemination of incoming mail, welcoming and the directing of guests, etc. • Ensures efficient processing of incoming documents (e.g. application materials, transcript requests, required student action forms, etc.) submitted by prospective, continuing, and graduate students. • Assists with a variety of office support functions including file management, program delivery, and other office related needs. • Provides support as needed for scheduling appointments, meetings, and other related arrangements for Student Services personnel. • Processes payment requests, track expenses, reconcile receipts, submit requisitions requests and other financial tasks • Ability to prepare various reports, presentations, flyers and other printed material • Monitor and manage student services, student center area to ensure documents are accessible, posters are updated, etc. • Ability to prepare standardized reports using Microsoft Office suite products including Excel, PowerPoint, Publisher, and related software. • Monitor accessibility and availability of student forms, event notifications, and related marketing materials. • Maintains and coordinates office supply needs. • Maintains a working knowledge of campus policies and procedures. • Delegates and supervises administrative support tasks to student workers as needed. Required Qualifications Skills and Abilities: • Ability to create, compose and edit written materials. • Ability to gather data, compile information and prepare reports. • Ability to use tact and diplomacy when interacting with university constituencies. • Understanding of the university confidentiality policies and guiding principles. • Skill in organizing resources and establishing priorities. • Database manipulation and management skills, a plus. • Records maintenance skills, required. • Excellent verbal and written communication skills. • PC proficient. Ability to utilize the MS Office platform, including Word, Excel, etc. • Strong presentation, written & verbal communication & listening skills • Demonstrated ability to work effectively both independently and as part of a team. • Ability to manage multiple projects, work efficiently under pressure, and meet deadlines • Ability to maintain working relationships with a diverse population of students, faculty, staff, and others. Minimum Requirements EXPERIENCE : • Two years related experience in a higher education setting, nonprofit student services, or related educational institution • Experiences working in an office environment using MS Office software packages. Preferred Qualifications EDUCATION : • High school with five years of experience or regionally accredited associate’s degree with three years of experience; Bachelor’s degree preferred. • Ability to work independently • Proficiency in database management & Microsoft office suite products • Experience working with diverse socioeconomic, cultural & ethnic constituencies. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Sitting and standing for extensive periods of time. • Walking, stooping, reaching, climbing high and low levels. • Lifting up to 25 pounds; carrying materials to various locations. • Finger and hand movement and feeling sufficient for computer and equipment operations. • Clear speaking, hearing conversationally, and seeing near and far. Complexity ? The ability to perform highly detailed work with sustained attention and care while providing excellent customer service. Mental Demands The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Able to work effectively and concurrently on unrelated tasks; • Use of sustained concentration and decision-making processes. • Constant calculating, reasoning, judgment, resourcefulness, analytical ability, and ingenuity. • Able to prioritize work for best outcomes. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Variable work environments including nontraditional service areas. • Some evening and weekend hours may be required, especially during peak seasons. • May work at times in cramped, crowded quarters. Special Requirements Ability to work effectively with a diverse community. FLSA Non-Exempt Category Full Time Grade SS-9 Number of Vacancies 1 Posting Detail Information Instructional Text... EEO Statement Charles R. Drew University is an Equal Opportunity Employer. Open Date 06/01/2017 Close Date 06/30/2099 Open Until Filled (overrides close date if active) Yes Special Instructions to Applicants
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