Administrative Assistant

Position Summary

The Administrative Assistant reports to the CSA Director of Administration and provides high level clerical, administrative, financial and organizational support for the Berick Center for Student Advising.

In addition to performing general office responsibilities, the Administrative Assistant oversees the administrative process for Incompletes / Deferred Exams.

Will also provide executive level support to the Academic Success Program (ASP) under the direction of the Assistant Dean.

ASP consists of the New York State funded Higher Education Opportunity Program (HEOP) and the National Opportunity Program (NOP).

The Administrative Assistant will help to prepare for ongoing ASP events and activities, maintain independent correspondence with ASP students, book student travel, research information, maintain budget tracking sheets, process expenditures and financial documents, organize data and prepare reports.

Responsibilities

Serves as the administrative lead for the Incompletes / Deferred Exams process. Works with CSA advisers to collect and process all relevant documentation, and communicate decisions to students and professors.

Main responsibilities include maintaining and updating the shared spreadsheet of requests, drafting emails with decisions and next steps, requesting exams and / or assignments from faculty, following up to obtain missing or incomplete information as needed, uploading documents to student database systems, and coordinating the Deferred Exams process with the CSA’s Assistant Director.

• Addresses general inquiries from students, alumni, parents, campus administrators and faculty on a wide array of University policies and procedures such as academic deadlines, graduation clearance, degree application deadlines, programming events, course and degree requirements, and referring specific advising issues to the Deans.
• Maintains and updates undergraduate student academic records and files as well as own correspondence and confidential materials.

Responsible for database maintenance, HEOP data entry, HEOP reporting, file maintenance, mailing, copying, answering inquiries via phone / email, and dealing with concerns from student and alumni via phone and in person.

• Maintains, updates, and distributes form letters pertaining to academic policies, academic probation, suspensions and dismissals, withdrawals and readmissions, Committee on Academic Standing (CAS) petitions, Committee on Academic Points (CAP) petitions, Incompletes, and other administrative matters.
• Provides administrative support consisting of generating letters and other correspondence that deal with confidential information and requires discrete handling and tact.

Other administrative support items include maintaining unit calendars, booking conference room requests, updating data in the Student Information System (SIS), and interacting with various University departments and offices, as well as with individuals outside the University.

• Handles heavy volume of telephone and email inquiries and walk-in student traffic. Greets visitors, helps students check in for appointments at the kiosk, advises students about advising deans’ various schedules and availabilities, refers specific advising issues to the appropriate advising dean or other staff within the CSA and ASP unit, receives office deliveries, and signs out / in conference room keys.
• Assists in coordinating ASP programs and events including the Summer Bridge Program and Senior Banquet, books air and rail travel for incoming students, collects hiring paperwork for all ASP student hires, prepares reports and inputs data for ASP and annual HEOP reports, and background materials for staff meetings.
• Maintains office supplies, equipment and inventory including forms, applications, brochures, etc. Manages all supply orders for the ASP Summer Bridge Program.
• Maintains program budget : processes ASP grant expenses, reimbursements, purchase orders and invoices, processes check requests, reconciles accounts, maintains spreadsheets, resolves problems with vendors / accounts payable and places orders for office supplies and materials for programming events.

Also responsible for processing payroll for casual employees (student and non-student).

• Maintains relationships with local vendors and University offices including the Office of the Dean, Office of Academic Planning and Administration, University Dining and Residence Halls, Public Safety, Student Information Services, Registrar’s Office, Special Events & Programs, Undergraduate Student Life, Budget and Operations, Accounts Payable, Payroll, and other departments.
• Performs other related duties as assigned.

Minimum Qualifications

High School diploma or the equivalent required.

Minimum three years related experience required.

Financial / accounts payable experience and computer proficiency required including Excel, Word, Gmail and Google Drive.

Excellent analytical and mathematical skills required.

Strong written, organizational, communication, and interpersonal skills are essential.

Must be self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency.

Applications submitted without a resume and cover letter will not be considered

Preferred Qualifications

Experience with databases, student information systems, and / or Salesforce preferable.

Background in student affairs, academic administration, or previous experience in a dean’s office desirable.

College degree strongly preferred.