STUDENT SERVICES - Asst to the VP Camp/Stud Life
Job Classification
Salaried Full-time (75-100%)
Position summary
The Assistant to the Vice President for Campus & Student Life assists the Vice President in creating a vibrant and caring campus culture that fosters the optimum quality of student life and holistic development for Andrews University students. The Assistant exercises independent initiative and judgment in providing support for the Vice President in a comprehensive scope of responsibilities including those of an executive administrative assistant as well as processes related to programming, student intervention, care, and conduct protocols, student record and budget management, and special projects. The Assistant also supports the Assistant Vice President in co-curricular communications and records management.
Qualifications summary
This job requires exceptional customer service, organizational, multi-tasking, computer, and communication skills with a strong interpersonal/relational focus to navigate the challenging pressures of a complex and fast-paced environment that offers crucial services and care for University students.
A Bachelor's degree is strongly perferred. Proven experience in a high-level, fast-faced, multi-cultural enviroment is strongly desired.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
These responsibilities of the Assistant to the Vice President require extensive knowledge and deep understanding of the mission, values and operations of the University and Campus & Student Life.
The essential duties and responsibilities of this position include the following:
Support Services for Vice President for Campus & Student Life
- Provides exceptional customer service to all on-campus entities (students, faculty, staff and administration) and off-campus entities (parents, business organizations, etc.) that interface with the Vice President for Student Life and the central office team.
- Creates a professional, warm and welcoming atmosphere in the Student Life central office while maintaining a caring and congenial attitude especially during stressful and complex situations.
- Uses advanced customer service and problem-solving skills and discretion in receiving and screening incoming calls (for the Office of Student Life, the Vice President and associates)and a wide variety of requests to provide an accurate, timely and effective response.
- Manages a significant volume and variety of highly confidential information related to student records, conduct and crisis intervention, as well as University personnel in campus databases, such as Advocate, Redwood, Banner, Vault, iVue, and other University systems.
- Manages Student Life student records and office organizational systems including electronic and paper processes according to established protocols, ensuring appropriate security and purging practices to meet legal requirements.
- Uses discretion to articulate University policy for a variety of areas including student conduct and care, co-curricular records, etc.
- Assists the Vice President by scheduling appointments; managing his/her calendar, arranging travel, preparing and processing credit card statements, expense reports, financial and other documents.
- Serves as the project manager for all requests for responses from the Vice President, including requests for signature of the Vice President, such as credit card statements, expense reports, check requests, key cards, etc., to ensure documents are signed, copied and submitted to appropriate campus entity.
- Assists Student Life team in preparations and implementation of Campus & Student Life events such as Convocations, Awards, meetings, luncheons and retreats.
- Conducts research, gathers materials, retrieves data, edits documents, etc. in the preparation of materials needed for the work of the Vice President.
- Serves as an invitee and prepares minutes for the Student Life Deans Council and the Board of Trustees Student Experience & Faith Development Committee.
- Provides Campus & Student Life monthly financial management and budget review processes including managing IDC charges as well as facilitates annual budget preparations as directed by the Vice President.
- Manages special projects and other duties as assigned by the Vice President
Office Management Responsibilities
- Opens and closes the office at scheduled times, lunch hours, etc.
- Maintains office equipment and reorders office supplies as needed
- Receives and responds to emails directed to slife@andrews.edu as well as distributes paper mail.
- Serves as a payroll and timeclock manager, entering/tracking and submitting work hours for student ushers, student office assistant, rate sheets, payment requests, and others as directed by the Vice President.
- Serves as a Campus Center Building Manager (for the lower & first floor levels) following established protocols including providing building hour schedules to Campus Safety.
- Hires, trains, and supervises the Student Life office student assistant.
Co-curricular Records Management
- Supports the Assistant Vice President to manage the co-curricular attendance processes and maintains records for each undergraduate student and provides timely responses to student inquiries.
- Supervises the hiring, training and scheduling of 11 student employees in accordance with established policies—one student may be assigned the responsibilities of head usher.
- Attends co-curricular programs such as Forums, Week of Prayer, Chapels, etc., requiring services of the full usher team to ensure the usher team carries out responsibilities appropriately.
- Utilizes OrgSync to enter program information for co-curricular and other University events.
Communication Processes
- Maintains and updates content of Campus & Student Life publications, Student Handbook, Directory, Sexual Misconduct and Substance Abuse brochure, Campus & Student Life information for the Bulletin, etc.
- Maintains and updates content of that include the website of the Division of Campus & Student Life as well as the Current Students page.
- Reviews requests to distribute information via email listservs—determines content appropriateness, edits as needed to ensure that all communications have a student-centered focus that aligns with the mission of the University.
Supervisory responsibilities
Support is provided to the Assistant to the Vice President by the student life student staff of the office of Campus & Student Life and a team of student ushers. The Assistant to the Vice President manages the training and supervision of one student office assistant and the team of student ushers,
Qualifications
To successfully do this job an individual must be able to perform a wide range of professional related tasks and be able to work independently as well as with directives. The job requires exceptional organizational skills while at the same time remaining flexible to handle the challenging role and pressures of a complex and fast-paced environment that offers crucial services, programs and care to University students.
The requirements listed below are representative of the knowledge, skill and/or abilities required.
Customer Service, Communication and Language Skills
Exceptional skills in customer service, computer technology, critical thinking, multi-tasking, and oral and written communication are required. This includes the ability to read and communicate in fluent English, as well as to understand a wide variety of documents pertaining to the Higher Educational sector.
Reasoning Ability
Ability to think critically and to analyze a wide variety of high-level problems to assess situations with great perception and to use discretion in responding to difficult situations.
Ability to apply common sense understanding to carrying out various types of directives.
Must be a Seventh-day Adventist in good and regular standing.
Technical competencies
Technical and Mathematical Skills
Advanced computer and internet research skills including knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Publisher) and Web design. Ability to do basic math as well as higher level analysis of financial reports.
Interpersonal interactions
Relational Skills
Exceptional gifts in interpersonal relationship buliding as well as skills in conflict management are required to provide the most effective customer services and response for students, parents, faculty, administrators and external entities with a high level of professionalism and confidentiality.
The ability to foster and maintain a caring, congenial attitude especially in stressful, complex situations is required..
Physical demands
The physcial demands of the job require the ability to perform routine office tasks which on occasion requires the lifting or materials of modest weight.
Work environment
The fast-faced work envinroment requires the skills to handle a heavy load of routine responsibilites as well as a significant number of unexpected crisis situations.