Administrative Assistant for Student Development

slu; St. Louis (MO); On-site; USD 42,000 - 62,000; Full time

Job summary

Saint Louis University, Division of Student Development, is seeking an Administrative Assistant III to support the Dean of Students Office and the Case Management Team. The role requires managing operations, communications, and confidential student records while delivering exceptional customer service to students, families, and partners.

The ideal candidate will demonstrate organization, discretion, and a commitment to student success and inclusive Jesuit values.

Qualifications

• Bachelor's degree preferred.
• Five to eight years of relevant work experience in student-facing and office management roles.
• Proficient with Microsoft Office and standard office software.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Serve as the first point of contact for the Dean of Students Office with empathy, professionalism, and confidentiality.
• Provide calendar management, meeting coordination, correspondence, and travel arrangements.
• Manage daily office operations to ensure efficient workflow and exceptional customer service.
• Hire, train, and supervise student staff at the front desk to support students, families, and external partners.
• Maintain confidential student records and compliant documentation (FERPA and university policies).
• Coordinate purchasing, budgeting, reimbursements, and office supply orders; manage shared email.

Skills

Customer service

Calendar management

Record keeping

FERPA compliance

Communication

Education

Bachelor's degree preferred

High school diploma

Tools

Workday

Concur

TravelPlex

Job description

Administrative Assistant III - Division of Student Development

Office of the Dean of Students

Who is Saint Louis University? Founded in 1818, Saint Louis University is one of the nation's oldest and most prestigious Catholic universities. SLU, which also has a campus in Madrid, Spain, is recognized for world-class academics, life-changing research, compassionate health care, and a strong commitment to faith and service.

JOB SUMMARY:

The Administrative Assistant serves as the primary administrative support professional for the Dean of Students Office and the Case Management Team. Under minimal supervision, this position performs high-level administrative, operational, and customer service support to the Assistant Vice President and Dean of Students, and the Director of Case Management. The Administrative Assistant is responsible for managing office operations, coordinating communications, maintaining confidential student records, preparing and processing records and reports, managing record-keeping systems, and supporting departmental programs and initiatives. This position serves as the first point of contact for students, families, faculty, staff, and external partners representing the University by providing professional, courteous customer service, and performing related duties as assigned.

The ideal candidate demonstrates exceptional organization skills, professionalism, discretion, and a commitment to student success, diversity, equity, and the Jesuit values of cura personalis (care for the whole person). Similar to our expectation for all Student Development team members, a demonstrated commitment to diversity, equity, and inclusion, including ensuring our protocols, services, and practices are culturally sensitive and actively anti-racist, is a critical expectation of the individual joining the University in this role.

PRIMARY JOB RESPONSIBILITIES:

• Serve as the first point of contact for the Dean of Students Office providing responses to inquiries with empathy, professionalism, and sound judgment while maintaining confidentiality.
• Support communication initiatives related to student support services, crisis response, and university policies.
• Provide comprehensive administrative support to the Assistant Vice President and Dean of Students and the Director of Case Management including calendar management, meeting coordination, correspondence, and travel arrangements.
• Manage daily office operations to ensure efficient workflow and exceptional customer service.
• Hire, train, and supervise student staff to manage the front desk providing quality service to students, families, and external partners.
• Maintain confidential student records, departmental files, and case management documentation in compliance with FERPA, university policies, and applicable regulations.
• Coordinate office operations including purchasing, budgeting processing, reconciling University card expenses, processing reimbursements, ordering office supplies, shared email management, and administrative systems.
• Schedule and support DOS Leadership Team, Behavioral Care Committee, Student Emergency Relief Fund Committee meetings by coordinating logistics, preparing materials, and track follow-up actions.
• Assist with planning and implementing departmental events, orientation programs, family engagement initiatives, and educational programs.
• Exercise sound judgment, professionalism, and discretion when handling sensitive student matters, referring individuals to appropriate campus resources as needed.
• Support divisional and university initiatives, emergency response efforts and perform other duties as assigned.

KNOWLEDGE & SKILLS:

• Proficient computer skills and willingness to learn new or unfamiliar software systems such as Workday, Concur, TravelPlex, etc.
• Familiar with Microsoft Office products.
• Eagerness to be in student-facing spaces and roles.
• Relentless understanding of confidentiality as it relates to sensitive information and student records.
• A strong commitment to diversity, equity, and inclusion.
• An ability to prepare general reports, agendas, and publication materials.
• A proven track record to deal with crisis and conflict, effectively work with staff members at various levels of development and knowledge including student staff.

MINIMUM QUALIFICATIONS:

• High school diploma, bachelor's degree preferred.
• Five to eight years of relevant work experience in student-facing and office management roles.

Office Location: Busch Student Center on Saint Louis University's campus

Function: Administrative Support/ Cross-functional Family

Scheduled Weekly Hours: 40

Saint Louis University is an equal opportunity/affirmative action employer. All qualified candidates will receive consideration for the position applied for without regard to race, color, religion, sex, age, national origin, disability, marital status, sexual orientation, military/veteran status, gender identity, or other non-merit factors