STUDENT SERVICES - Asst to Student Life Adminstrn

Job Classification

  Hourly Full-time (35-40)

Position summary

The Assistant to Student Life Administration assists the Vice President and AVP 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 Student Life administrators 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 records and budget management, and special projects. The Assistant also supports the Assistant Vice President in co-curricular communications and records management.

Qualifications summary

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. This job requires exceptional organizational and multi-tasking skills with strong interpersonal qualities to navigate the challenging pressures of a complex and fast-paced environment that offers crucial services, care and processes for University students.  A Bachelor’s degree is preferred. 


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

Duties and responsibilities

The following responsibilities require extensive knowledge and deep understanding of the mission, values and operations of the University and Campus & Student Life.

The Assistant to Student Life Administration manages the training and supervision of student office assistants and a team of student ushers and performs the following responsibilities and other duties as assigned by the Vice President.

Support Services for the 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, ensuring appropriate security and purging according to established protocols.

• 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, processing credit card statements, expense reports, financial and other documents.

• Serves as the project manager for all requests for responses and signatures from 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 in preparations for Campus & Student Life events 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.
  
   


• Assists in financial records, management and budget review processes including managing IDC charges, purchase orders, receipts and reimbursements, 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

Student Life Office Management Responsibilities

• Receives and responds to emails directed to slife@andrews.edu.

• Serves as a payroll and timeclock manager, entering/tracking and submitting work hours for student ushers, student life office assistants, rate sheets, payment requests, and others as directed by administrators. 

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

• Supervises student life student assistant(s).

Support to the Assistant Vice President

• Provides administrative support as needed to Associate Dean for Student Life by scheduling appointments; managing his/her calendar, arranging travel, preparing and processing credit card statements, expense reports, financial and other documents.

• Provides administrative support as needed to Associate Dean for Student life including, but not limited to, preparations of materials related to programing, convocations, awards, peer educators, BHM planning, and Title IX.

Support to the Assistant Vice President and Co-curricular Records Management

• Supports the Assistant Vice President in managing the co-curricular attendance processes by maintaining records for each undergraduate student and provides timely responses to 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.

• Updates co-curricular program information.

• Assists the AVP by scheduling appointments; managing his/her calendar, arranging travel, preparing and processing credit card statements, expense reports, financial and other documents.

• Manages the hospitability related to campus visits for Student Life guests and speakers.

• Provides additional staff supervision/presence at selected campus events as requested by AVP.

Communication Processes

• Prepares and edits program brochures for key campus events such as New Student and Parent Convocation and Matriculation Ceremony, Campus-wide Convocation, and Awards Chapel.
  
   


• 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, 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

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.

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. This job requires exceptional organizational and multi-tasking skills with strong interpersonal qualities to navigate the challenging pressures of a complex and fast-paced environment that offers crucial services, care and processes for University students.

The requirements listed below are representative of the knowledge, skill and/or abilities required.

Education and/or Experience

A Bachelor’s degree is preferred. Proven experience in a high-level, fast-paced, multi-cultural environment, is strongly desired.

Customer Service, Communication and Language Skills

Exceptional skills in customer service skills as well as oral and written communication skills 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.

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.

Critical Thinking and 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.

Relational Skills

Exceptional gifts in interpersonal relationship building as well as conflict management to provide the most effective customer services 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.

Exceptional gifts in people and customer service skills to work effectively with students, parents, faculty, administrators and the public with a high level of professionalism and confidentiality. Ability to maintain a caring, congenial attitude especially in stressful, complex situations.


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

Technical competencies

Able to competently use Microsoft Office suite, Banner, ivue, and other campus computer systems.

Interpersonal interactions

Must be comfortable interacting with students, parents, and faculty/staff.in sometimes emotionally charged situations and have a deep interest in being part of a care team for our students. 

Physical demands

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to walk, stand, climb and to use the senses of sight, touch, hearing, speech, and smell.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The noise level in the work environment is usually moderate, but can be high. Frequent interruptions, noise, and high traffic are common and privacy is limited.