Division of Student Affairs

Job Description

 

Position Title:  Executive Assistant to the Vice President of Student Affairs & Administrative Assistant for the Office of Campus Life

 

Department:    Student Affairs

Working Relationships:

  • Reports to:  Vice President of Student Affairs and to the Dean of Campus Life
  • Works Closely With:    Students, Alumni & Development, Campus Life staff, Student Affairs staff, Student Affairs Directors, Academic Deans, President’s Office, and Staff
  • Directly Supervises: Student Employees and Interns

 

Job Summary:  Serves in the critical role as the support staff to the administrative team of Student Affairs (to include the Vice President of Student Affairs and the Dean of Campus Life) and the Office of Campus Life.

 

Primary Responsibilities:

  1. Uphold and fulfill the mission, vision, values and traditions of Millikin University and the Division of Student Affairs.

Vision:  Student Success First

Mission:  We cultivate holistic student development resulting in transformational learning. In our work, we value:

  • Providing Advocacy
  • Modeling inclusivity
  • Being responsive to change
  • Offering opportunities for Performance Learning
  • Delivering high-quality facilities, programs, and services

 

  1. Supports the Office of the Vice President of Student Affairs & Office of Campus Life and all overarching Student Affairs Initiatives.

 

  1. Serves as the coordinator/central hub of campus life for students, parents/families, university constituents, alumni and visitors that contact the Office of Student Affairs & the Office of Campus Life.

 

  1. Answer multiple phone lines, schedule and manage drop-in office traffic.

 

  1. Serves as a first point of contact for parents and other family members.

 

  1. Provides day-to-day monitoring of the Student Affairs budget including processing financial and budgetary transactions, depositing funds and prepare check requests, reviewing budget for accuracy of posted transactions, facilitating corrections as needed, processing student employee time sheets and making recommendations for improvement and/or changes in the system.

 

  1. Assists with billing for the University Commons, Summer Camps and Conferences, and residential living revenue and damage billing.

 

  1. Enters data and maintains all information in Banner pertaining to new and returning student housing.

 

  1. Acts as first point of contact for campus scheduling system users and dispenses guidance and direction with regard to scheduling campus facilities.

 

  1. Coordinates and manages the review, updating, and proofing of the Student Handbook, University Calendar and Blue Review Newsletter.

 

  1. Monitors and maintains student records, filing and database, using Salesforce/TargetX platform, Ellucian Banner, and other student information systems.  Must maintain an exceptionally high level of confidentiality.

 

  1. Supervises student employees and interns in the central office. Establishes office and performance standards, office protocol, and proper office decorum. Hire, train, schedule, and evaluate student employee work performance; monitor/track all office work-study and student wages.

 

  1. Manages and assist with daily communication and correspondence of professional staff; maintain staff schedules, appointments, and daily filing of mail and any communication; monitors departmentally-based email accounts.

 

  1. Manages administrative processes for Student Affairs and Campus Life include (but not limited to) Banner coding, student organization forms management, grade report management, bulk mailings, check requests, student employment paperwork, Visa statement reconciliation and web-based tools/sites such as Storefront Marketplace.

 

  1. Coordinates campus-wide student absence alert program, medical exception process, and account holds for student conduct.

 

  1. Other duties as assigned by the Vice President for Student Affairs, Dean of Campus Life, and/or other professional staff.

 

Minimum Position Qualifications:

  • High school diploma required, bachelor’s degree preferred;
  • Minimum two-year previous office/clerical or administrative experience, preferably in a college/university setting;
  • Proficient user of personal computing devices with significant mastery of Microsoft Office Suite (Word, Excel, PowerPoint, etc.), web browsers, etc.;
  • Proficient user of Ellucian Banner SIS, Salesforce CRM, or similar systems;
  • Demonstrated ability to multi-task and work in a fast-paced office environment with frequent interruptions;
  • Ability to communicate effectively and interact positively with all constituents at all times;
  • Ability to work a modified schedule with advanced notice based on the needs of the department, division, and University.

 

Work Environment:

Manual Desterity:

  • Dexterity to operate a kayboard.

Physical Effort:

  • Typically sitting at a desk or table
  • Occasionally lifting 25 lbs. or less;
  • Hearing and visual acuity within normal range.

Working Conditions:

  • Typical working conditions found in most administrative work areas.
  • Some evening and weekends hours may be necessary with flex utilized during the work week.

 

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