Administrative Aide - Academic and Student Affairs

Duties & Responsibilities

• Administrative Support & Policy Implementation
   • Provide support to the Associate Dean for Academic and Student Affairs, Assistant Dean of Student Affairs, and ASA office in administrative matters.
   • Review policies and procedures, analyze situations, and advise the ASA Associate Dean on policy enforcement within the ASA office, College, and University.
   • Act as a liaison with college administration to implement and advise on ASA office operations.
   • Ensure timely communication from the ASA office to the college community via email, website updates, and document preparation.
• Committee Participation & Faculty/Student Support
   • Work closely with the Associate and Assistant Deans to analyze organizational structures and ensure academic and student support goals are met.
   • Serve as a resource to faculty committee chairs and staff regarding professional program, college, and university policies and procedures.
   • Attend regular committee meetings to act as a resource, ensuring policies and procedures are followed (e.g., Awards and Scholarship, Education Policy, Student Discipline, and Student Grievance committees).
   • Respond to inquiries from students, faculty, and staff regarding ASA office policies, procedures, and programs
• Event & Special Project Coordination
   • Assist in planning and coordinating special projects and essential programs, including complex scheduling of meetings/events.
   • Organize yearly events for DVM students, such as Orientation, Blue Coat Ceremony, White Coat Ceremony, and Graduation.
   • Coordinate faculty and staff programming related to educational training
• Personnel & Supervision
   • Supervise some clerical employees in the ASA office.
   • Supervise student workers, extra-help, and other employees, including assigning work, training, and processing appointment documentation.
   • Assist in developing job descriptions for unit staff positions and oversee personnel transactions, searches, and employment.
• Schedule & Office Management
   • Coordinate office and administrators’ schedules, including prioritizing and managing appointments, meetings, and related activities.
   • Invite and notify participants for meetings and events.
• Data & Financial Management
   • Manage and control confidential documents, including student, institutional, and historical records.
   • Collect data related to outcomes (e.g., student and alumni surveys, employment surveys, curriculum assessment data).
   • Assist in developing departmental accounts, conduct budget transfers, and maintain itemized records of expenditures.