Address
Form of workAdministrative Assistant for Student Life
Requisition Number: 20122717
Type of Employment: Full-Time Regular
Number of Months:
Months Employed:
Number of Hours per Day/Week: 40
Daily Hours: 8AM - 5:00 PM
Summary Position
The Administrative Assistant is responsible for providing administrative support to the Assistant Vice President(AVP)/Dean of Campus Life, a senior-level leader in the Division of Student Life, and the department of New Student Programs. This position manages daily administrative operations and coordinates processes and procedures related to multiple departments that report to the AVP/Dean of Campus Life, including budget and purchasing; HR process related to recruitment, hiring, termination, and personnel management; staff professional development; scheduling and program management; responding to student and family concerns; and collaboration with departments and offices across the division and across campus. This position utilizes exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact.
Benefits of Working at Elon University As an Elon University employee, you'll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon's personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.
Elon University's home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you'll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation's premier travel destinations.
Employees at Elon enjoy a generous and comprehensive benefits package that includes:
Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at three years of service. After four years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.
Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon's principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one's identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.
Education Requirements
Bachelors degree required
For candidates who do not possess an earned bachelors degree, an associates degree plus four or more years of additional related experience and/or training may be substituted.
Degree/Major:
Length of Experience: Four or more years of related post-bachelors experience is preferred
Supervisory Experience: No
Supervisory Experience Detail
Supervises student staff
Special Skills or Experience
1. Provide primary administrative and office management support for the Assistant Vice President of Student Life/Dean of Campus Life and New Student Programs. Maintain calendars for the Dean and Director as they advise, assist with scheduling meetings and appointments, coordinate various committee and group meetings, support the AVP/Dean with projects and coordination of the department and members of the staff. Anticipate and proactively provide administrative support related to short and long term planning by the Dean and Director. Initiate and manage work requests through accounting, human resources, mail services, print services, physical plant, print shop, purchasing, and other campus departments. Support department directors (or designated representatives) as they ensure departmental websites remain updated. Administer requests and reporting processes for staff travel and professional development. Duties include opening and closing the office, maintaining a professional and welcoming work environment, greet visitors, managing, and directing phone calls, word processing, spreadsheets, typing, editing/proofreading, filing, copying, printing, coordinating mail, note-taking and other tasks as assigned.
2. Serve as front-line staff member for Students, staff, faculty, and families on inquiries related to departmental and divisional programs and services and address concerns and needs related to orientation, move-in, student transition and onboarding processes student support, well-being, policies, procedures, and resources. Support Assistant Vice President of Student Life/Dean of Campus Life and the Director of New Student Programs through fielding emails and calls/issues and helping ensure they are resolved at the right administrative level. Maintain NSP departments websites and Campus Life related websites as needed.
3. Assist with administrative duties (word processing, editing, proofreading, filing, etc.), maintain paper/electronic files and records related to programs, projects, committees, personnel, and budgets. Manage, monitor, and track budget transactions (check request, purchase request, contracts, catering orders, expense corrections, transfer of funds) and generate monthly budget reports. Coordinate event management logistics for meetings and events, including space reservations and set-up requests, catering orders, AV requests, and van bookings in support of events hosted by the Dean of Campus Life, Director of NSP, Move-in and orientation for both the fall and spring semesters. Allocate/reconcile procurement card charges for dean and supporting staff in a timely manner. Manage and process staff professional development travel and travel expense reports. Serve as the coordinator for annual receptions and meetings hosted by New Student Programs including but not limited to: the opening meeting, Office Trick-or-Treat, Homecoming, End-of-Year celebrations, etc.; Serve as administrative support for move-in and new student orientation including tracking pre-orders, placing orders (materials, uniforms, tents, other rentals, etc.), providing oversight of new student packet preparation and other move-in and orientation related logistics.
4. Coordinate personnel processes for professional staff, including entering and tracking recruitment and hiring requisitions, coordinating search processes, materials, and itineraries, scheduling onboarding activities as necessary, and processing personnel action requests. Manage the recruitment, marketing, hiring, training, supervision, and evaluation of student staff, providing support and mentorship while encouraging professionalism in the workplace. Assist in developing administrative and professional skills of student employees to ensure that student employment is a high impact practice within the department.
5. Create strong partnerships and maintain effective communication with other departments and units within Student Life and across the university, including students, faculty, staff, and alumni. Actively support an inclusive climate within the division and university community.
6. Support university events, including, but not limited to: Convocations, Commencement, Family Weekend, and events related to Admissions and/or New Student Orientation.
7. Maintain confidential files and information.
8. Serve on university, divisional, or departmental committees, task forces, and search committees 9. Other related duties as assigned by AVP/Dean of Campus LIfe and Director of NSP
Special Instructions to Applicants
Posting Date: 10/10/2023
Closing Date:
Open Until Filled: Yes
General Purpose of Position
The Administrative Assistant is responsible for providing administrative support to the AVP/Dean of Campus Life, a senior-level leader in the Division of Student Life, and the department of New Student Programs. This position manages daily administrative operations and coordinates processes and procedures related to multiple departments that report to the AVP/Dean of Campus Life, including budget and purchasing; HR process related to recruitment, hiring, termination, and personnel management; staff professional development; scheduling and program management; responding to student and family concerns; and collaboration with departments and offices across the division and across campus. This position utilizes exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact.
Essential Duties and Responsibilities
1. Experience with budget management, managing online software, data entry, and customer service
2. Knowledge of and experience with Microsoft Office (Word, Excel, PowerPoint, Outlook), with skills in word processing, budgeting, data management, and customer service
3. Strong written and verbal communication skills
4. Effective time management and ability to work independently, as well as to establish relationships and function within a team.
5. Excellent customer service skills and ability to respond effectively and compassionately with a diverse group of students, families, and colleagues across campus
6. Ability to manage multiple schedules, projects, and tasks simultaneously
7. Ability to adapt to new responsibilities in an evolving workplace
8. Ability to mentor other employees, including both student and professional staff
9. Proficiency in using database software (i.e., Colleague, OnTrack, and PhoenixCONNECT) to access financial information for reconciling accounts, entering budget information, and data management
10. Must have an acute understanding and passion for building inclusive communities, strong critical thinking skills, the ability to exercise good judgment, and must maintain a high level of discretion and confidentiality. 11. Other related duties as assigned by AVP/Dean of Campus LIfe and Director of NSP
Education and Experience
Bachelors degree with two or more years of related experience is preferred
Associate Degree plus four or more years of related experience and/or training Experience with budget management and customer service Knowledge of and experience with Microsoft Office (Word, Excel, PowerPoint, and Outlook), with skills in word processing, budgeting and data management
Does this position require driving for the university? Yes
Additional Information
To apply, visit https://elon.peopleadmin.com/postings/9823
Elon University is an equal employment opportunity employer committed to a diverse faculty, staff and student body and welcomes all applicants.
Elon University has built a national reputation as a premier student-centered arts and sciences university that values strong relationships between students and their faculty and staff mentors. Elon is ranked among the top-100 National Universities by U.S. News & World Report, with a No. 1 ranking for excellence in undergraduate teaching and No. 9 for innovation. Global engagement is central to Elons experience and the Institute of International Education has ranked the institution No. 1 in the nation for study abroad for 16 straight years.In addition, Elon is the only university in the nation ranked in the top-20 by U.S. News for excellence in all eight academic programs "Focused on Student Success." Elons more than 7,000 students prepare to become the resilient, ambitious and ethical leaders the world needs, putting their knowledge into action on campus, in the community and around the globe.
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