Executive Administrative Assistant for Dean of Students Office, East Falls Campus, Full Time

Job Details

The Executive Administrative Assistant is a key member of the Dean of Students Office and reports to the Dean of Students. This position is responsible for providing executive support to the Dean of Students and Associate Dean of Students, oversight and coordination of the office operations, administrative support, management of student records, oversight of department budget, and providing support to the Division of Student Life. This position will have access to confidential and sensitive information, such as student complaints and grievances, faculty outreach, student concerns, and student transcripts and institutional records. This access requires the position to exercise the utmost discretion and operate within the requirements of FERPA laws.

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Administer the overall operations of the Dean of Students Office. Develop and improve workflows to improve efficiency and accuracy of operations. Oversee management and dissemination of Office and University-wide policies and relevant information.
• Review Starfish notifications for the University. Identify Dean of Students Office referrals and make appropriate contact with students to provide support and / or address concerns raised. Oversight of active Starfish notifications for Dean of Students Office, ensuring follow up by Office and / or referrals to relevant campus partners.
• Utilize Maxient, Banner, BannerWeb, Starfish, and StarRez as appropriate to gather student information and connect relevant University partners for follow up regarding student matter(s).
• Initial point of contact for the following reports : Academic Integrity, Student Grievance Form, Bias, Discrimination, and Harassment Form, First-Year Student Parking Appeals, and Student Record Requests. Responsible for identifying prioritization, initial outreach to student regarding the information reported / requested, and process documentation in Maxient.
• Serves as member of the Student Intervention Team (SIT) and Behavioral Intervention Team (BIT) for East Falls Campus.
• Process management of the JeffSecure Emergency Fund Program, including the initial review of request, scheduling of appointment, distribution of funds and / or assistance awarded, and documentation of process paperwork.
• Plan and coordinate meetings and events, primarily those involving Dean of Students Office and campus partners. Draft and distribute agendas, attend meetings, and take notes, draft and disseminate meeting minutes; follow up on action items to ensure timely completion.
• Coordination and execution of Division of Student Life initiatives, such as Division committees, meetings, annual retreat and training(s), and other special projects as identified by the Dean of Students Office.
• Manage short- and long-term calendar planning, identifying, and resolving scheduling conflicts. Independently make informed decisions regarding Dean of Students Office's priorities and time commitments. Manage travel arrangements and develop related materials.
• Manage office files and documents, including sensitive and confidential materials. Ensure all relevant documentation is complete, accurate, accessible, and up to date.
• Support Dean of Students in managing department finances and budgets. Process reimbursement requests through Concur for Office activities as well as those submitted by other staff requiring Dean of Students' review and approval.
• Monitor centralized Dean of Students Office email account. Draft routine responses to correspondence as needed. Identify urgent matters that need attention of the Dean of Students or Associate Dean of Students and ensure referrals are addressed.
• Coordinate professional staff recruitment and support onboarding processes for Division of Student Life.
• Provide excellent customer service as the first point of contact to campus partners including, students, faculty, staff, and external stakeholders.
• Hire, train, and supervise 5-6 students in the work-study position for the Office.
• Performs other job-related duties as assigned.

Minimum Education and Experience Requirements :

Education :

Experience :

Additional Information

Competencies (Knowledge, Skills, and Abilities Required) :

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Primary Location Address

3243 School House Lane, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic / programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200 undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.