Job Details

Assistant to the Assistant Vice President, Student Success

Position Number: 6162428
Location: Stevenson, MD
Position Type: Administrative Vice Presidents

Assistant to the Assistant Vice President, Student Success

Summary:

Under the direct supervision of the Assistant Vice President for Student Success (AVPSS), this campus-based position provides administrative support for all activities in the Center for Student Success (CSS). Responsibilities include, but are not limited to, providing administrative support to the AVPSS and the Directors of Academic Advising, Academic Support, and Accessibility and Disability Services, in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support and planning for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, and clerical duties. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.

Department: Academic Affairs: AVP Student Success

Education/Experience:

Bachelors degree plus two years related experience with progressively more responsible duties, or an equivalent combination of education and experience. Preference given for related work experience in an academic environment.

Knowledge/Skills/Ability:

Exceptional interpersonal, cultural competency, and customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Exceptional skills in handling spreadsheets, budgets, department invoices and related analytical tools.
Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing and typing.
Expert knowledge of MS Office 365, Word, Excel, PowerPoint, Outlook, the Internet and other relevant software. Familiarity with social media applications such as Instagram and Facebook. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier, etc.
Ability to take initiative and act with unquestionable integrity and a strong sense of professional ethics.
Ability to manage multiple tasks under pressure and adapt to rapidly changing priorities, while adhering to deadlines.
Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information.
Ability to research and resolve office management problems and questions.
Exceptional skill in prioritizing workflow and managing resources.
Ability to take initiative and work independently to accomplish work assignments.
Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
Commitment to integrity, excellence, learning, and community.
Ability to travel between campuses as needed.
Ability to work evenings and weekends as needed.

Physical Requirements:

Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions. Close visual acuity. Subject to inside and outside environmental conditions, and an office location with potential exposure to science laboratories, chemicals and chemical processes, biologicals and biological processes and magnetic field. Position requires additional hours for meetings and events, including days, evenings, and weekends.

Essential Functions:

Provide administrative support for the AVPSSs Office and the Center for Student Success (CSS) by supporting the Assistant Vice President for Student Support and the AVPs direct reports.
Facilitate all CSS events, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs, handouts, and/or agendas.
Manage faculty/staff portal pages, intranet (portal) page, social media, and monthly newsletter for the CSS as appropriate, including regular updates and the posting of new content.
Manage scheduling of CSS spaces, including maintenance of a schedule of all events in these spaces. Serve as a point of contact for Conference Services in relation to events scheduled in CSS spaces.
Serve as the CSS liaison to all departments and vendors on campus, including Sodexo, Campus Safety, Conference Services, Facilities, Office of Information Technology, and others.
Maintain data and documents related to CSS operations.
Effectively supervise graduate and undergraduate students as assigned.
Assist in data collection and the generation of reports for internal and external constituencies as requested.
Process financial transactions including expense reports, travel reports, and vouchers, and miscellaneous bills; maintain CSSs financial records, and the monthly reconciling of the AVPSSs budgets.
Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning programs, policies, and procedures from students, alumni, members of the school, administration, various other schools and departments, and the community in general.
Communicate directives, instructions, messages, and information from the AVPSS to appropriate individuals and groups as required.
Maintain inventory of office supplies; order and distribute office supplies as needed by staff in the Center.
Maintain and update CSS files including confidential employee and student records.
Assess needs and prepare for incoming staff, including assignment of office space, telephone service, supplies, and furnishings and arrangement of any needed training.
Manage the AVPSSs calendar in MS Outlook, ensuring accuracy and attention to detail; make travel arrangements.
Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in a busy environment.
Attend all departmental meetings and record and prepare minutes for programmatic record-keeping.
Maintain and update departmental email lists at least twice annually (in fall and spring).
Maintain master calendar of CSS activities.
Obtain, organize, and share Academic Affairs documents with the Provosts Office as requested.
Work with the Provosts Office on university initiatives and events as requested.
Participate as a member of the Academic Affairs Administrative Assistant Team (A4T)..
Demonstrate professionalism in communication and appearance when interacting with internal and external CSS customers.

Reports To: Assistant Vice President, Student Success
Work Location: Owings Mills
Position Category: Staff
Position Type: Full-Time
Months/Year: 12
Hrs/Week: 40
FLSA: Exempt
Close Date:
Open Until Filled: No

To be considered for this position please visit our web site and apply on line at the following link: stevenson.peopleadmin.com

EOE/AA Employer of Minorities/Females/Veterans/Disability