Performs a variety of administrative support functions for the dean of student services. Assists in planning commencement activities and ceremony under the direction of the registrar. Coordinates student activities and events and student communications. Assists dean of student services with student disciplinary procedures, student senate, and other departmental projects and activities.
PRIMARY DUTIES AND RESPONSIBILITIES*
Provides administrative assistant support to the dean of student services in all areas of responsibility. Produces and distributes semester honors lists, assists with the production of semester probation and dismissal lists, processes refund exception requests, maintains office filing system, assists with other departmental projects and activities.
Serves as a primary backup to the records office to include assisting with registration, transfer credits, catalog and commencement/graduation related functions.
Facilitates communication between the college and the students through mailings and e-mail distribution. Maintains and compiles information for the display monitors across campus and The Bathroom Wall publication. Maintains the student life calendars, the electronic sign, and the ride board on MyKirtland. Coordinates student mass mailingsof birthday cards. Posts student services and college information on social networking sites.
Coordinates departmental projects including student activities events, Kirtland food pantry and student discount program.
Interacts with college employees, students, or outside contacts to provide information, solve problems, or otherwise respond to requests. Handles confidential information. Provides services to students at the counter or via phone, answers questions about student services, gives directions, provides information, cross-trained to assist in other areas within the student services department.
Assists with student disciplinary process in accordance with the student code of conduct and due process procedures. Processes paperwork, organizes hearings, and maintains disciplinary files.
Attends meetings, conferences, and workshops to keep updated on issues relating to student services and student activities. Attends college meetings and serves on college committees. Serves as the designated student services safety leader and receives non-academic community service learning information for the college and disburses as appropriate.
Uses word processor, spreadsheet, database, desktop publishing, and other appropriate office software to prepare letters, memos, reports, forms, charts, or other documents from oral instructions or notes. Composes routine correspondence.
Maintains office supplies by ordering, purchasing, and charging items appropriately.
Prepares outgoing mail. Sorts and distributes incoming mail and prepares bulk mailings. Places and receives telephone calls and conveys messages.
Supervises work study students engaged in student services activities.
Provides front desk coverage when needed.
Performs other tasks as required.
SUPERVISION – Works under the general supervision of the dean of student services
ATTENDANCE– Individuals in this position are expected to be available during the normal business hours of the college, and may occasionally be asked to vary their schedule and/or work overtime to meet department requirements.
WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, and the ability to enter data and written communications in electronic format in a timely manner.
- Associate degree
- Three to five years of secretarial experience, or a combination of education and experience commensurate with the requirements of the position
- 45 wpm typing
- Proficiency in word processing, spreadsheet and professional publication software
- Ability to work effectively with individuals with varying backgrounds, ages, and nationalities
- Ability to set and meet deadlines, and to lead in a coordinating role
JOB DIMENSIONS – Analysis, judgment, planning and organizing, sensitivity, attention to detail, dependability, commitment to the college, work standards, initiative, informal communications, written communications, knowledge of work, teamwork, technical/professional self development, stress tolerance, self-reliance,
Kirtland Community College is an equal opportunity employer
* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.