Administrative Secretary for Associate VP Student Affairs

Alabama-A; Normal (AL); On-site; USD 35,000 - 50,000; Full time

Job summary

Alabama-A is seeking an administrative support professional to assist the Associate Vice President of Student Affairs, the Student Conduct Coordinator, and the Office of Disability Services within the Division of Student Affairs. The role requires independence, discretion, and sound judgment to manage day-to-day office operations.

The successful candidate will handle visitor reception, prepare reports, coordinate calendars, assist with meetings, and ensure confidential handling of student

Qualifications

• Excellent administrative and organizational skills.
• Excellent written and verbal communication skills.
• Familiarity with University Policies and Procedures.
• Ability to establish and meet deadlines.
• Initiative and self-motivation to carry out responsibilities.

Responsibilities

• Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times.
• Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances.
• Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitor office expenditures to assure purchases are within budget.
• Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements. Attend to travel arrangements for the divisions as requested.
• Prepare divisional reports, board reports and other reports as needed, within established deadlines.
• Maintain the AVP's calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
• Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the AVP is involved.
• Work with Disability Services staff to handle activities related to intake of students such as receiving confidential documentation, scheduling student appointments, and follow-up phone calls.
• Evaluate all incoming correspondence to determine which matters require the AVP's immediate attention.
• Serve on the Student Conduct Board along with designated Faculty and Staff members to review and adjudicate high level conduct matters and decide upon sanctioning, when appropriate.
• Participate in Conduct Board training conducted by the Office of Student Conduct.
• Engage in on going professional development trainings and meetings throughout the academic year.
• Assist with various special events, activities, assignments and projects as assigned.
• Maintain confidentiality in all matters related to the AVP including organizational plans, student conduct and related matters, and personnel matters.
• Perform other job-related duties as assigned.

Skills

Excellent administrative skills

Organizational skills

Communication skills

Policy familiarity

Deadline management

Initiative

Education

Bachelor's degree

Job description

Summary: Provide administrative support to the Associate Vice President of Student Affairs, Student Conduct Coordinator, Office of Disability Services, and to other individuals in the Division of Student Affairs as needed. Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision.

Essential Duties and Responsibilities

• Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.
• Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances.
• Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitor office expenditures to assure purchases are within budget.
• Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements. Attend to travel arrangements for the divisions as requested.
• Prepare divisional reports, board reports and other reports as needed, within established deadlines.
• Maintain the AVP's calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
• Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the AVP is involved.
• Work with Disability Services staff to handle activities related to intake of students such as receiving confidential documentation, scheduling student appointments, and follow-up phone calls.
• Evaluate all incoming correspondence to determine which matters require the AVP's immediate attention.
• Serve on the Student Conduct Board along with designated Faculty and Staff members to review and adjudicate high level conduct matters and decide upon sanctioning, when appropriate.
• Participate in Conduct Board training conducted by the Office of Student Conduct.
• Engage in on going professional development trainings and meetings throughout the academic year.
• Assist with various special events, activities, assignments and projects as assigned.
• Maintain confidentiality in all matters related to the AVP including organizational plans, student conduct and related matters, and personnel matters.
• Perform other job-related duties as assigned.

Minimum Position Requirements (including certifications, licenses, etc.)

• Bachelor's degree.
• Two (2) years of administrative or clerical experience.

Knowledge, Skills and Abilities

• Excellent administrative and organizational skills.
• Familiarity with University Policies and Procedures.
• Excellent written and verbal communication skills.
• Ability to establish and meet deadlines.
• Initiative and self-motivation to carry out responsibilities.

• Ability to compose and prepare reports, records and correspondence.
• Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures.
• Ability to understand and execute complex written· and oral instructions.