SODE-STUDENT SERVICES - SODE Student Services Administrative Assistant

Job Classification

  Hourly Full-time (35-40)

Position summary

The administrative assistant for the School of Distance Education and International Partnerships (SDEIP) coordinates the front desk during office hours, communicates with service departments, manages facility reservations, and assists with student services including communication and marketing, testing, and record keeping.  The position reports to the SDEIP Director of Student Services.

Qualifications summary

• Strong communication skills that positively reflect the mission of Andrews University through any medium of communication


• Excellent organizational and technical skills, with the ability to learn new processes and update skills regularly


• An earned undergraduate degree or combination of college studies and work experience in Adventist and higher education 


• A strong team player eager to support the diverse services to distance students at all levels (K-20), including office managment, communication and marketing, testing, and other student services.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Office Management

• Serve as the first point of contact for the School of Distance Education & International Partnerships (SDEIP), through creating a welcoming atmosphere in an attractively organized reception area


• Coordinate the high volume of phone calls, emails, faxes and in-person traffic from staff, students, parents, community and university members


• Manage all Griggs Hall conference rooms and classrooms, including room reservations and maintains building calendars


• Liaise between SDEIP and Plant Services, Custodial, ITS, and other university departments

Communication & Marketing

• Manage and update SDEIP internal email distribution lists and staff directories


• Network with GIA and AU Distance Student Service Directors regularly to keep all email templates and phone communication accurately reflecting policy and process updates


• Assist with AU distance student communication plan updates


• Assist with recruiting, pre-advising, and marketing initiatives

Testing K-20

• Assist the Testing Coordinator in processing exam requests, problem solving, and proctoring


• Keep informed to best answer students testing questions


• Keep learning technology to continually improve online scheduling and testing services

Distance Student Services

• Manage departmental mailings and amazon book sales


• Assist in digital folder management for all student service records


• Assist with additional duties as assigned

Supervisory responsibilities

• Manage all Griggs Hall conference rooms and classrooms, including room reservations and maintains building calendars


• Liaise between SDEIP and Plant Services, Custodial, ITS, and other university departments


• Train student workers as requested

Qualifications

EDUCATION and/or EXPERIENCE

Bachelor’s degree or equivalent certification preferred; or multiple years of related experience and/or training; or equivalent combination of education and experience.  Experience in Adventist education at multiple levels is an advantage, as is living in more than one country.

LANGUAGE SKILLS

Able to read and interpret documents such as safety rules, operating/maintenance instructions, and procedure manuals.  Able to write routine reports as well as craft a variety of communications for various audiences.  Articulate and pleasant oral communication in clearly understandable English.  Spanish or other additional language proficiency in both oral and written communication is preferred.

MATHEMATICAL SKILLS

Able to add, subtract, multiply, and divide all units of measure, using whole numbers, common fractions, and decimals.  Able to compute rate, ratio, and percentage and to draw and interpret bar graphs.  Able to read and interpret financial statements, and assist in student service data analysis and reporting.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Must be proficient in use of Microsoft Office software including Word, Excel, Outlook and Powerpoint, as well as internet applications.

Interpersonal interactions

Must possess excellent skills in interpersonal communication, professional oral and written English, planning and organization. A strong sense of time management is essential, along with the ability to calmly resolve problems in person, on the phone, or via email or social media, appropriately interacting with staff to best represent SDEIP.

Physical demands

While performing the duties of this job, the employee is regularly required:

• to sit and talk / listen 


• to stand and walk


• to lift and/or move up to 50 pounds


• specific vision abilities include close vision, color vision, and ability to focus

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Work environment

Working from the SDEIP reception or front desk, the noise level is usually moderate, with multiple stimuli requiring multitasking in a calm, professional way.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.