Staff Assistant – Student Life

Asbury University; Wilmore (KY); On-site; USD 32,000 - 42,000; Full time

Job summary

Asbury University is seeking an Administrative Assistant to support Student Life in the Student Center. You will serve as the initial contact for students, parents, and departments, manage chapel seating, attendance, and housing-related data, and assist with events and administrative tasks.

The role supports the ministry and mission of the University and contributes to students’ spiritual and academic vitality. This is a full-time, on-site position with regular weekday hours.

Qualifications

• High school education or equivalent with courses in business practices or office administration.
• 2–3 years of office experience.
• Proficient in Microsoft Word, Excel, and Outlook; Canva experience preferred.

Responsibilities

• Serve as first point of contact for students, parents, and departments via phone, email, and in person.
• Assign Chapel seating and accommodations per class identity and accessibility needs.
• Reserve Chapel seats for visiting groups and notify students as needed.
• Update attendance rosters biweekly for Chapel Attendance binders.

Skills

Strong organizational skills

Multi-tasking

Proficient Word/Excel/Outlook

Canva experience

Education

High school diploma or equivalent

Tools

Canva

Job description

Job Purpose:

Provide support for the Student Life departments located in the Student Center, including Spiritual Life/Chapel Attendance, Community Life, Conference Services, and the Office of the Vice President.An important part of the position is supporting the ministry and mission of the University and advancing the academic excellence and spiritual vitality of our University and students. Each employee plays an important role in the development of the Christian faith in our students.

Essential Functions:

• Serve as the initial point of contact via phone, email, and in person for students, parents and departments who have general Student Life questions, referring inquiries to others as needed.


• Assign seats for Chapel each semester by class identity, including special arrangements for students with seating accommodations approved by Academic Accessibility Resources.


• Reserve Chapel seats for visiting groups (Board of Trustees, Alumni Board, Admissions guests, etc.) and notify students whose seats are needed.


• Update and print attendance rosters biweekly for the Chapel Attendance binders.


• Be familiar with the iAttended chapel attendance software to answer student questions and troubleshoot when possible.


• Manage the application process for students seeking approval to live off campus or be granted a meal plan reduction or exemption.


• Assist with housing occupancy management and data entry/reconciliation of housing assignments/leases.


• Oversee the checkout of keys for the Student Life golf carts and Prayer House, checkout of tablecloths, and daily usage of the third-floor conference room.


• Manage communication and table reservations by external groups participating in the Activities Fair.


• Provide support for other events, such as Eagle Days, Welcome Weekend, Family Weekend, and Commencement, as needed.


• Manage students’ class identity data and generate class email distribution lists and directories for use by class advisors.


• Manage registration holds in Anthology for students who have not completed Title IX training.


• Submit and follow up on changes to Student Life website.


• Update and distribute the Student Life directory and org chart.


• Participate in Student Life divisional meetings and trainings.


• Make arrangements for Student Life team meetings (order food, set up, clean up, etc.).


• Make space reservations in Mazevo and submit ITS sound requests for events as needed.


• Submit Facilities work orders for custodial, maintenance, and room setup/teardown needs.


• Create signage and basic fliers in Canva.


• Prepare check requests, payment approvals and other financial documents as needed.


• Cross-train and serve as a backup for Eagle Outlet/CPO, HICCUP Coffee Shop, and Windsor Manor operations as needed.


• Take the HICCUP daily deposit to the Cashier’s Office.


• Assist with seasonal decoration of the Student Center and other campus spaces.


• Perform general office duties: answer the phone, pick up and distribute mail, welcome guests, create a space of hospitality for visitors, data entry, order and organize office supplies, submit monthly copier usage report, keep common areas in Student Life space tidy and organized.


• Other duties as assigned.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. Theemployee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Reports to:

Administrative Assistant to the Vice President of Student Life

Position Type/Expected Hours of Work:

This is a full-time, 12-month, on-site position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. Although rare, potential exists to work some evenings and weekends.

Travel:

No travel is expected for this position.

Qualifications:

• High school education or equivalent with courses in business practices; preferable training as an administrative professional or the equivalent college experience.


• Prefer 2 to 3 years office experience.


• Proficient computer skills, including Microsoft Word, Excel, and Outlook. Experience with Canva is preferred.


• Strong organizational skills.


• Ability to work in a multi-tasking environment with minimal supervision.


• A committed and dynamic Christian faith is vital along with the ability to support the University’s theological position, lifestyle standards and mission.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Institutional Commitment:

Asbury University is an independent, Christian, liberal arts university in the Wesleyan-Holiness tradition. In the desire to be a more inclusive community, reflective of the Kingdom of God, we especially encourage applications from women and from candidates from various ethnic backgrounds. At Asbury University, employees must display a committed and dynamic Christian faith along with the ability to support the University’s theological position, lifestyle standards, and mission. Candidates must agree, support and adhere to University policies and procedures – including the Faculty Manual, Community Standards Guidelines, Human Sexuality Statement, and the Standard of Conduct for employees. Asbury University does not discriminate on the basis of race, national origin, gender, or handicap in its educational programs, activities, or employment practices.