STUDENT SERVICES - Student Life Offc Mgr/Admin Asst

Job Classification

  

Position summary

The Office Manager is an essential team member of the Division of Campus & Student Life.  The manager coordinates all of the general office management services for offices of Student Life, Student Activities and Involvement and Residence Life under the direction of the Directors of Student Activities and Involvement and Residence Life.

While managing a high-pace office setting in a highly professional manner while ensuring that the needs of all customers are addressed in a caring, confidential, accurate and timely manner, the services include administrative assistant responsibilities for the Directors of Student Activities and Involvement and Residence Life. 

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.

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. Responsive to diversity and inclusion


10. Service-oriented

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

Duties and responsibilities

General Support Services for the Office of the Division of Student Life & Office of Student Activities & Residence 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 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 while maintaining a caring and congenial attitude especially during stressful and complex situations.


• Uses advanced problem-solving skills in screening and referring incoming calls and 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 student activities, clubs and organizations, co-curricular, and off campus housing.


• Assists the work of the Student Life office and team as requested for processes including preparation of materials (copies, packets, etc.) for various project and events.


• Meets established dress code that includes professional attire (no jeans except on Fridays).

 

Office Receptionist and Management Responsibilities

• Maintains office equipment, copy machines, and reorders office supplies for all central office entities.


• Sorts and distributes paper mail for all central office entities.


• Assigns tasks to 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 all student life, student ushers, student office employees, student activities, AUSA officers and residence Life 


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


• Responds to requests for retrieving data, preparation and copying of materials, labeling, sorting and filings etc. for Student Life, Student Activities, and Residence Life.

 

Student Activities & Involvement Support

• Assists the Director by processing financial records, IDCs, credit card statements, purchase orders, receipts and reimbursements, etc. and serving as payroll manager as directed.


• Responsible for payroll for all residence halls on a weekly basis and processes rate slips.


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


• 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.


• 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 within a 35-36 hour work week (while maintaining 31 hours scheduled hours at the desk) for approximately three specified Student Activities events per semester that may include the Welcome Back Bash, Almost Anything Goes, and Fall Festival.


• Manages the calendar and appointments for the Director.


• Additional responsibilities as determined by the Director of Student Activities & Involvement

 

Residence Life Support

• Assists the Director by receiving and processing off-campus housing applications as directed.


• Assists the Director by processing financial records, including IDC’s, credit card statement, purchase orders, receipts and reimbursements, and other financial administration as directed.


• Makes weekly and monthly visits to each residence hall to gather receipts, invoices, credit card statements, assigns appropriate account numbers, and gives to the Director of Residence Life for approval to meet the prescribed deadlines.


• Responsible for payroll for all residence halls on a weekly basis and processes rate slips.


• Serves as Recording Secretary for Residence Life Deans Council.


• Assist the Director in organizing materials and ordering food as directed.


• Manages the calendar and appointments for the Director of Residence Life.


• Additional responsibilities as determined by the Director of Residence Life

Work Schedule

• Maintains the schedule of a full-time hourly employee (35-36 hours per week) with a minimum of 31 hours per week at the front desk as well as a minimum of 3-5 hours per week (outside of established office hours as noted above).

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. Responsive to diversity and inclusion


10. Service-oriented

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

Technical competencies

Must be proficient with basic computer functions (such as excel, word, publisher, etc.) and be able to learn and navigate campus computer systems quickly.

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.