The Administrative Assistant to the Dean of Students is required to perform general administrative duties with high levels of organization, efficiency and confidentiality; execute administrative procedures and ensure that all functions in areas of responsibility comply with institutional policies and other local, state, and federal policies and law; serve as the receptionist for the Dean of Students office; and provide assistance and service to students, staff, faculty and the College.

• Provide exceptional customer service to all visitors and callers to the Dean of Students’ Office.
• Answer multi-line telephone to assist with information and appointments.
• Compose, proof, and edit a variety of official and general correspondence to include external and internal memorandums, emails, letters, thank you notes, and certificates.
• Utilize Banner and Argos to create daily enrollment reports.
• Maintain confidential files for student complaints, student discipline, Title IX and other sensitive cases.
• Preserve, purge and transfer files to storage as necessary according to established policies and procedures.
• Plan, organize, and maintain the filing system.
• Maintain budget information for the dean and other assigned units in Student Services (to include processing requisitions, submitting purchase orders for payment, preparing budget amendments, verifying budget expenditures, etc.).
• Organize and implement calendars and a daily schedule for the Dean of Students and the Student Services Division.
• Prepare and verify travel and expense reports for Dean of Students and other select individuals in Student Services (includes preparing accurate requisitions on-line for reimbursement, travel, registration fees, etc.)
• Coordinate arrangements for meetings, conferences, speaking engagements and interviews.
• Maintain inventory of supplies, equipment and office materials; order equipment and supplies as needed.
• Maintain a resource list of community and state contacts.
• Maintain and file Student Services Manuals.
• Open, date stamp, distribute, and sort incoming mail for the Dean of Students suite.
• Prepare, type, proof and edit forms, proposals, and reports as needed for submission.
• Take minutes of meetings and distribute within the Division of Student Services and within the College.
• Serve as a liaison for the Dean of Students with college faculty, staff, students, and local, state and federal officials.
• Receive guests and visitors; determine nature of business; provide information and/or direct to appropriate person/department.
• Assist faculty and other personnel with information and referral.
• Serve on various college committees, special purpose groups and teams, and perform related services
• Assemble materials for speeches and reports and organize into an established format for the Dean of Students.
• Assist with processing requisitions and supply orders for the Facilities Operations on all campuses/sites.
• Assist Facilities with data entry for the energy management system.
• Maintain an organized bank of forms to address the various needs of visitors to the Dean of Students Office.
• Supervise and train student workers.
• Perform other duties as assigned by the Dean of Students and/or President.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to provide exceptional customer service.
• Ability to comprehend complex instructions or information and use independent judgment.
• Verbal communication skills to discuss office procedures with administration, staff, faculty, students and officials of other organizations.
• Ability to effectively respond to questions from supervisors, faculty, staff, students and the general public.
• Substantial knowledge of business English, spelling and punctuation.
• Writing skills to compose or assist in writing reports, correspondence, etc.
• Reading skills to analyze and interpret incoming and inter-office information.
• Editing skills to ensure that reports, requested information, and correspondence are submitted properly and accurately.
• Technological skills including, but not limited to the ability to operate a computer, work with various software, and use a web browser (Internet Explorer). Proficient use of Microsoft Office Suite including Word, PowerPoint and Excel. Skill in the use of office machines including calculator, fax, copier, scanner, and related equipment. Ability to maintain confidentiality.

REQUIRED QUALIFICATIONS:

• Associate Degree from a regionally accredited college or university and a minimum of three (3) years of administrative or clerical experience is required.
• Proficient use of Microsoft Office Suite (Word, PowerPoint and Excel) or Google Office Suite is required.

• Completed ESCC Application for Employment
• Current resume
• Copy of transcript showing degree and date conferred
• A cover letter of application specifically detailing and relating the applicant’s education, and experience to the qualifications, duties, and responsibilities of the position.