Administrative Assistant

Division of Student Affairs

Job Description 

Position Title:  Administrative Assistant     

Department:  Student Affairs Student Success Center     

Job Summary: 

The position is a full-time, in-person, 12-month position working under supervision of the Dean of Student Success. Using wellness, student development, and culturally competent frameworks and guided by trauma-informed practices, the individual will work in a student-centered, fast-paced, and results-oriented Division and office environment that includes providing administrative support to the Dean of Student Success, the Student Success Center staff, and, as needed, other offices in the Division. The position also coordinates logistics and communications related to disability accommodations, signature events, and academic support programs. Approximate work percentages are as follows, which are subject to adjustments: 40% administrative responsibilities; 50% disability support responsibilities; 10% supervising students. All Student Affairs staff are expected to uphold and fulfill the mission, vision, values, goals, strategic plans, and traditions of Millikin University and the Division; promote student excellence, success, belonging, and accountability from enrollment to degree or program completion; and comply with policies, procedures, and applicable statutory laws and regulations. The position requires occasional evening and weekend hours to support operations and signature events and will perform additional responsibilities related to operational and mission-critical needs.

Examples of the essential responsibilities for the position include: 

• Promoting Inclusion, Diversity, Equity, Accessibility, and Sense of belonging (e.g., foster welcoming environment; participate in and ensure staff participation in appropriate training and professional development; ensure accessibility to services; promote inclusive excellence in programming and service delivery; report policy, legal, and regulatory violations; etc.).
• Maintaining an organized, efficient, and accessible office for students and other Center clients and visitors. For example:
  1. Serve as the main receptionist for the Center; greeting students and guests, answering phone calls, and taking messages.
  2. Manage appointment calendar for the Dean and other Center staff.
  3. Scheduling conference room and testing facilities.
  4. Ordering office supplies and maintaining inventory, as appropriate.
• Assisting in the delivery of approved accommodations for students with documented disabilities. For example:
  1. Maintain confidential files for students utilizing academic accommodations.
  2. Obtain and organize test material in conjunction with academic departments.
  3. Maintain distraction-free environment.
  4. Monitor students for academic integrity within the testing center.
  5. Coordinating other academic accommodations as directed.
• Accessing university systems (e.g., Salesforce/TargetX platform, Ellucian Banner, etc.) to assist staff with supporting and responding to students or responding to inquiries while maintaining an exceptionally high level of confidentiality and compliance with FERPA, HIPPA, Title IX, and other university policies and statutory regulations.
• Checking and, as appropriate, responding to designated emails throughout each day to ensure timely responses to inquiries within 24 hours M-Th and first thing Monday mornings.
• Providing administrative assistance in the implementation of departmental programs and services, to include but not limited to: the Edge program, advising, supplemental instruction, peer mentor, tutoring services, and ADA services.
• Maintaining records of expenditures and monitoring budget activities for the Student Success Center, including maintaining monthly credit card statements.
• Selecting, training, scheduling, and evaluating student employees for the Student Success Center.
• Ensuring that student time sheets are submitted to the Business Office as due.

Other Duties:

1. Serving on appropriate university or community committees, councils, and boards as recommended by the supervisor, Vice President for Student Affairs, or University President.

Minimum Position Qualifications:

1. High school diploma.
2. Prior experience performing duties related to the position.

Desirable Education and Experience:

1. Bachelor’s degree or the equivalent combination of education, training and experience from which comparable skills can be acquired and
2. Related experiences in a college or university setting.
3. Experience with events management.
4. Experience supervising staff at any professional level.
5. Experience developing and managing budgets.
6. Experience using software or database platforms related to the position.
7. Experience in risk management practices.
8. Experience with conducting preliminary “intakes” and interviews related to sensitive matters which may lead to internal or external fact-finding investigations (e.g., Title IX, Conduct or statutory violations, etc.).
9. Experience in contract development, reviews and editing, and/or negotiations.

Required Skills and Abilities: 

Skills

1. Communication skills: Excellent written, oral, and interpersonal communication skills.
2. Self-management skills: ability to manage time effectively, learn and contribute to overall departmental tasks and goals. 
3. Project coordination skills: ability to lead or contribute to planning or organizing projects, programs, services, etc.
4. Conflict resolution skills: ability to use interpersonal skills to develop and maintain positive professional relationships and resolve conflict in a team environment and with individuals from various diverse backgrounds and experiences.
5. Analytical skills: ability to analyze information and offer sound recommendations. 
6. Computational skills: ability to perform basic mathematical computations to assist with financial operations and/or data collection, analysis, and reporting.
7. Computer skills: proficiency with word processing and spreadsheet software, preferably Microsoft Office, Microsoft Teams, Outlook Calendaring, Office 365.

Abilities

1. Ability to adhere to work attendance requirements.
2. Ability to model self-care and well-being for colleagues and, most importantly, students.
3. Ability to manage emotions, function effectively, and make sound decisions in stressful and crisis situations.
4. Ability to handle multiple projects, services, activities, etc. in a timely and professional manner in a fast-paced and results-oriented environment.
5. Ability to promote and achieve diversity, equity, and inclusion of multi-racial/ethnic, low-income, LGBTQ+, veteran, non-traditional, online, disability, first-generation, and others.
6. Ability to be flexible, diplomatic, patient, service-driven, and a self-starter.
7. Ability to work independently under limited supervision and in teams. 
8. Ability to make reasoned administrative and procedural decisions and judgments on sensitive and confidential issues. 
9. Ability to work evening and weekend hours based on operational need.

Desirable Knowledge, Skills, and Abilities: 

1. Preparatory knowledge: coursework, military, or work-based knowledge of, for example, office management and administration, business services, or customer service.
2. Computer skills: advanced features in Microsoft Office (e.g., analytical, graphic designs), Microsoft Teams, Outlook Calendaring, Office 365.
3. Software/database systems: Ability to use software/database systems related to the position (e.g., Banner SIS, Salesforce CRM, 7 Points Ops, 25Live, Visio, etc.).
4. Student knowledge: knowledge related to the needs of college students.
5. Accountability: experience with program databases or software programs used to track, monitor, and report results and outcomes of projects and services. 
6. Multimedia experience: ability to collaborate on or design brochures, event flyers, and/or newsletters and develop and manage social media accounts.
7. Reporting experience: experience with writing or preparing productivity and performance reports and reviews.
8. Ability to plan and execute programs, meetings, and events.
9. Computer skills: proficiency with word processing and spreadsheet software, preferably Microsoft Office, Microsoft Teams, Outlook Calendaring, Office 365.

Examples of Measures of Success:

1. Completed and accurate tasks.
2. Visitor satisfaction.
3. Response time for responding to inquiries.
4. Attainment of student employment learning outcomes.
5. Number of professional development experiences.

Work Environment:

 The Division of Student Affairs at Millikin University is devoted to student success from enrollment to commencement. We are dynamic, agile, and culturally responsive. We guide, support, and, on occasion, challenge students as they develop, refine, and pursue their academic, career, and personal endeavors. All staff are responsible for creating a safe, welcoming, diverse, inclusive, respectful, and caring environment for students, colleagues, and visitors. We seek skilled and diverse colleagues who are student-focused, flexible, self-motivated, and will embrace and respect who we are and what we do. We also seek colleagues committed to moving the Division forward towards prominence and influence on campus, nationally, and within the Student Affairs profession. 

Before applying, we encourage interested individuals to spend time learning more about who we are, our values, and what we do: https://www.millikin.edu/about/administration/student-affairs.

Manual Dexterity: 

• Use of 10-Key
• High WPM keyboard dexterity is expected.  
  
   

Physical Effort: 

• Typically sitting at a desk or table
• Intermittently sitting/standing/walking through the workday
• occasionally lifting 25-50 lbs.  
  
   

Working Conditions: 

• Typical working conditions found in most administrative work areas such as an office; library or computer room
• Ability to function effectively in a fast-paced environment where value is placed on working collegially and in a consultative manner with others
• Confidentiality expected within this position.

Hazards:

• N/A