The Administrative Assistant provides administrative, clerical, and technical support to the Dean of Student Services and the Student Services division. This position maintains current general knowledge of appropriate college and departmental policies, processes and procedures in an effort to ensure efficiency and integrity of the division. Participates in the coordination of special projects and events. To accomplish the objectives of the position, the Administrative Assistant performs the following functions: Essential Duties:

Clerical Duties for Dean of Student Services and Student Services Division:

• Handles telephone calls and public contact with visitors, vendors, and faculty and staff members.
• Performs routine clerical functions – Filing, scanning, recording and disposal of documents.
• Retrieves, opens, and routes or handles as appropriate internal and external mail for the Administrative Services division.
• Arranges meetings, conferences, special events, and for the Dean of Student Services.
• Prepares agendas for various departmental meetings; coordinates and attends meetings as appropriate; prepares and distributes minutes to appropriate personne.l
• Serves as recorder for appropriate meetings.
• Screens calls and visitors for the Dean of Student Services and answers inquiries; conducts research, and responds to requests for information.
• Processes all internal, external, and electronic mail.
• Handles confidential documents related to student and personnel issues; maintains personal and sensitive information.
• Makes travel arrangements and reconciles P-Cards, for the Dean of Student Services.

General Duties for Student Services Division

• Reviews all division travel for accuracy.
• Assists in the scheduling and planning of the annual budget process; tracks financial reporting requirements and budget calendars.
• Tracks and reconciles all budget accounts for the Dean of Student Services and Student Services Division.
• Prepares part-time employment contracts for Student Services division personnel upon request.
• Reconciles all leave requests and timesheets for Student Services Division.
• Provides administrative support to the athletic program.
• Initiates requisitions for Student Services and enters approved purchase requests in e-Procurement, Ellucian, or by using the college Purchase Card (P-Card) as appropriate. Assists division by entering approved purchase requests in e-Procurement as requested.
• Research student data and prepares documents and reports utilized to make decisions for division improvement and growth using Ellucian, Watermark, and Schoology.
• Assists in the Student Services Intake process from Admission, Financial Aid, NC Works, and Continuing Education.
• Assists and participates in special college functions for the division, professional development activities, and other areas on campus as needed.

Skills and Abilities:

• Working knowledge of office equipment (i.e., copiers, fax machines, scanners, etc.).
• Political and social sensitivity awareness.
• Excellent public relations and communication skills.
• Excellent interpersonal skills.
• Ability to work independently.
• Strong administrative, organizational, and computer skills.
• Finance and budget administrative skills.
• Event planning skills.
• Ability to maintain confidentiality.