STUDENT SERVICES - Student Life Office and Co-curricular Records Manager

Job Classification

  Hourly Full-time (35-40)

Position summary

The manager collaborates with and supports the Assistant Vice President for Campus & Student Life, the Assistant Director of Student Activities and Involvement and the Associate Dean for Student Life to provide an office setting that is highly professional while ensuring that the needs of all customers are addressed in a caring, accurate and timely manner. This position requires an individual who is extremely detail-oriented and able to manage a fast-paced office setting. This position coordinates all of the general office management services including providing support to the professional staff, managing the co-curricular records and supervising student attendance ushers.

Qualifications summary

• Associate or Bachelor’s degree preferred.


• Proven customer service skills.


• Exceptional organizational and multi-tasking skills in a fast-paced environment.


• Advanced knowledge of Microsoft Office.


• Ability to work with technology and related computer programs used to maintain co-curricular attendance records.


• Ability to work independently with little direction.


• Ability to maintain high levels of confidentiality.


• Availability for limited work on selected weekends.


• Ability to use sound judgment in responding to complex or difficult situations.

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

Duties and responsibilities

Support Services for the Offices of Student Life & Student Activities

• 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 Student Life central office.


• Responds with professional warmth and courtesy to all students, parents, faculty and staff as well as all on- and off-campus entities on a variety of important and sensitive issues.


• Creates a professional, welcoming atmosphere in the Student Life central office while maintaining a caring and congenial attitude especially during stressful and complex situations.


• Uses advanced problem-solving skills in screening incoming calls, inquiries and a wide variety of requests to discern how to best provide an accurate, timely and effective response.  


• Manages a significant volume and variety of highly sensitive information related to students in crisis, student conduct, and University personnel with an expectation of absolute confidentiality.


• Oversees the general decorum of a professional Christian work environment at all times.


• Uses discretion to articulate University policy regarding expectations for a variety of areas including co-curricular, student activities as well as clubs and organizations.


• Provide support with processes such as the scheduling of appointments, financial documents (credit card statements, expense reports, etc.) for the Assistant Vice President for Campus & Student Life, Assistant Director of Student Activities and Associate Dean for Student Life.


• Assists the work of the Student Life office and team as requested in the preparation of materials (copies, packets, etc.) for a variety of events

Office Management Responsibilities

• Maintains office equipment and supplies and reorders office supplies as needed.


• Receives and responds to emails directed to slife@andrews.edu as well as sorts and distributes paper mail.


• Manages and processes a significant amount of paperwork which includes club and organization applications, off-campus housing applications, labeling, sorting and filing as well as event poster approval  


• Assigns tasks to Student Life office student employees as student employees are available—one Student Life office student employee reports first to the Office Manager.


• Serves as a timeclock manager, entering/tracking and submitting work hours for student ushers, student office employees and the AUSA officers.


• Opens and closes the office at scheduled times, lunch hours, etc.


• Responds to requests for retrieving data, preparation and copying of materials, etc. from for Student Life team members.


• Serves as a Campus Center Building Manager (for the lower & first floor levels) in collaboration with Campus Safety and Dining Services, following established protocols including providing building hour schedules to Campus Safety.

Work Environment and Professional Expectations

• Maintains the schedule of a full-time hourly employee (35+ hours per week) with a minimum of 32 hours per week at the Student Life front desk as well as a minimum of 3-5 hours per week (outside of established office hours) that may include assisting with Student Activities programming on weekends or evenings.

Supervisory responsibilities

Supervision and Co-curricular Records Management

• Supervises the co-curricular attendance records process including the hiring, training and scheduling of 11 student employees (8 full, 3 substitute) in accordance with established policies—one of these 11 student employees may be assigned the responsibilities of head usher.


• Works with the Assistant Vice President to accurately maintain and update co-curricular attendance records for each undergraduate student, providing timely responses to student inquiries regarding their record.


• Attends co-curricular programs such as Forums, Week of Prayer, Thursday Series, etc., that require the services of the full usher team in order to ensure that the usher team carries out responsibilities appropriately.


• Utilizes OrgSync to enter program information for co-curricular events and other University calendar events.

Student Activities & Involvement Support

• Processes reservation requests for the Campus Center, Student Life and Leadership Lab, Andrews tubing hill, and canoe rental, ensuring that staff and supervision requirements are met.


• Utilizes OrgSync to process activity requests, poster requests, and club registrations as well as to send general campus-wide announcements.


• Collaborates with the Assistant Director of Student Activities & Involvement with planning and related tasks as traffic/time allows at the front desk.


• Provides supervision as requested and as time allows within a 35-40 hour work week (while maintaining scheduled hours at the Student Life front desk) for three specified Student Activities events per semester that may include the Welcome Back Bash, Almost Anything Goes, and Fall Festival.


• Coordinates the processes and approval systems for clubs and organizations that include issues pertaining to events, programs, posters and marketing materials, facility usage, etc., in accordance with established policies.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, knowledge, skill and ability desired. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties.

• Associate or Bachelor’s degree preferred. Proven customer service skills. Exceptional organizational and multi-tasking skills in a fast-paced environment. Advanced knowledge of Microsoft Office.


• When looking to fill this position, the University will look for an individual with a substantial number of the following characteristics:

1. Energetic and enthusiastic


2. Strong organizational skills


3. Strong communication skills


4. Student Centered with great rapport with students


5. Ability to work well with students, administrators and colleagues


6. Understanding of and commitment to the mission of the Seventh-day Adventist higher education system


7. Strong work ethic


8. Attention to detail


9. Sensitive and responsive to diversity and inclusion


10. Sensitive to University/community relations


11. Service-oriented

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

Technical competencies

Basic and efficient computer skills are required.

Advanced knowledge and experience of operating Microsoft Office is required.

Interpersonal interactions

Exceptional customer service skills and the ability to build a positive rapport with all campus entities are essential for the success of the goals of the Student Life and Student Activities office.

Physical demands

While performing the duties of this job, the employee is regularly required to stand, walk, sit, talk and hear; to use hands and fingers to handle, feel and operate; and to reach with hands and arms. The employee may also be required to climb, balance, stoop, kneel, crouch and lift moderate weight.

Specific vision abilities of this job include close vision, distance vision, color vision, peripheral vision and depth perception.

 

Work environment

The employee will regularly be required to work in an office environment with moderate noise. Occasionally the employee will be required to work outdoors where weather conditions will vary.  Occasionally the event supervision may require evenings or weekend hours.