What are the responsibilities and job description for the Administrative Assistant, Student Affairs position at Aquinas College?
Summary and Purpose:
Develop and implement major projects; Manage the highly-confidential, daily office and information functions of Counseling, Health & Wellness Services; Maintain and update databases, student record files for all of CHWS; Manage clerical and administrative front desk duties; Coordinate clerical tasks for staff in CHWS and Student Affairs Division; Coordinate services, events, and activities as appropriate; Maintain CHWS social media and marketing presence as appropriate; Serve as the liaison for related campus initiatives as appropriate.
Responsibilities/Duties/Tasks/Essential Functions:
- Answer phone – transfer calls, take messages, make appointments for division staff members.
- Assist the staff efforts to coordinate, plan, promote, and implement education and outreach initiatives and Student Affairs programming.
- Greet clients and guests
- Prepare intake documentation
- Manage online calendar for all staff
- Develop and implement social media/digital marketing.
- Upkeep of Titanium, Google, and other college computer software.
- Assist the office in assessment of the services and efficiency of the services.
- Compose correspondence including memos, letters, or other materials independently or from rough draft; prepare meeting agenda items from oral or written instructions
- Arrange and schedule a variety of meetings/conferences; reserve meeting location, prepare agendas, take minutes of meetings; prepare and distribute copies of minutes as appropriate
- Review and proof documents, records and forms for accuracy, completeness and conformance to applicable laws, rules, regulations
- Manage open/lock procedures for office and lower level of building
- Complete request forms for access/termination for division
- Maintain, track, and provide statistics required for weekly reports, annual report and grants as requested
- Reconcile credit card statement with receipts
- Prepare check request forms for incoming bills for appropriate signature and submission to accounts payable
- Maintain office and waiting room environment
- Provide technical, clerical support to Division of Student Affairs as needed
- Order supplies
- Monitor office printers/call for repairs and paper
- Additional duties as assigned
Knowledge, Skills and Education Requirements
- Bachelor or Associates degree
- Experience working with diverse populations
- Database management
- Computer applications
- Excellent customer service
- Excellent organizational and communication skills
- One to two years’ experience in office environment
- Prefer experience working on college campus
- Prefer experience with various learning and process style
- Prefer experience in fast-paced environment
- Prefer experience in confidential environment
Work Environment & Physical Demands
- Office environment with shared office space
- Computer work
- Sitting, standing, and bending
- Ability to lift 5-10 lbs.
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Equal Employment Opportunity Statement:
Aquinas College is an equal opportunity employer and an inclusive educational community rooted in the Catholic Dominican tradition. Aquinas College provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good. Aquinas College values: Faith, Learning, Service and Community.
MISSION, VISION, VALUES:
Aquinas College, an inclusive educational community rooted in the Catholic and Dominican traditions, provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good.
Aquinas College is recognized as the exceptional Catholic liberal arts college that prepares individuals for careers of leadership and service in developing a sustainable and just global community. Aquinas College is recognized by its values: Faith, Service, Learning and Community.
