Administrative Assistant - Dean of Students Office

Position Overview

Butler University is seeking an administrative assistant in the Dean of Students office. This position reports directly to the Dean of Students and works to provide clerical and administrative support to professional staff members in both the Office of the Dean of Students and the Department of Residence Life.

Responsibilities

• Provides primary reception for the DOS suite; greets and directs all visitors, refers calls and emails to appropriate campus resources.
• Collaborates daily with Department of Residence Life Housing Coordinator to ensure both offices are responding in a consistent manner.
• Completes conduct and GPA checks, provides to DOS for review and release (student leadership, student travel and study abroad, graduate school / professional releases, etc.)
• Works collaboratively with IT to query and draw data for conduct reports while utilizing Advocate conduct management system to support users.
• Creates outstanding / incomplete conduct sanctions lists for professional staff and generates parent letters.
• Pays bills / invoices for DOS suite and Residence Life, Faculty-in-Residence, and monitors procurement card issues.
• Serves as point person for managing the Faculty-in-Residence status forms, monitoring FIR budgets / paying invoices, and working with the Director of FIRS to train them on annual budget use and operation.
• Primary responsibility for managing all aspects of the University’s Greek billing process for 9 Greek chapters to include direct deposits, billing changes, and roster verifications and works as needed with the Director of Fraternity / Sorority Life.
• Responsibility for DOS Annual report in creating charts, graphs, and other required documentation.
• Schedules all Dean of Students meetings, calls and appts
• Assists in running the annual conduct record report in compliance with the University’s record retention policy, to purge and retain student conduct records.
• Manages the annual computer replacement cycle for the entire student affairs division.

Required Qualifications

• Bachelor’s Degree
• 2-3 years’ experience
• Outstanding interpersonal skills and written communication
• Budget experience including all aspects of procurement card use and monthly report resolution

Preferred Qualifications

• Proficient use in Excel
• Proficient use in Chrome River
• Experience working at a higher education institution

BU Benefits and Perks

Please check out to learn more about our benefit offerings, which include :

• Paid Time Off and Holidays : 18 days of paid time off (vacation and PTO days)8 Paid HolidaysPaid Winter Break between Christmas Eve and New Year’s DayPaid Parental Leave (after 1 year of full-time employment)
• Health : Comprehensive medical, dental, and vision plans including disability and life insurance programs
• Retirement : 10% employer contribution after 1 year of full-time employment
• Tuition Assistance : Remission of tuition for classes taken at Butler for employees, spouses, and dependent children. Eligibility after 9 months of full-time employmentEmployees & spouses- undergraduate / graduate degreesDependents (under age 26)- undergraduate degreeCovers tuition only Tuition Exchange Program for Dependents
• Butler Facilities Access, Discounts and Perks : Access to Butler’s on-site fitness facility and libraries for full-time staff and facultyLinkedIn Learning CoursesFree premium subscription to the Calm AppFree subscription to the WSJ and NYTDiscount at the College BookstoreDiscount on select Athletic and Arts / Events Center Performances

About Butler

Butler University is a private, nationally recognized comprehensive university encompassing six colleges : Arts, Business, Communication, Education, Liberal Arts & Sciences, and Pharmacy & Health Sciences.

Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

Butler University is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees.

We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.