Job Listings

Administrative Assistant for the Office of Student Engagement

Company:
Olivet College
Job Location:
Olivet, Michigan
Category:
Administrative Assistants

The Administrative Assistant for the Office of Student Engagement works directly with the Dean of Student Engagement and the student engagement team. This position is responsible for answering phones, welcoming students, managing activities and projects; and assisting with managing student workers, interns, volunteers, and the student leadership team in this vibrant office environment.

RESPONSIBILITIES AND ACCOUNTABILITIES

  1. Responsible for the coordination and support of the general, day-to-day administrative, operational, and clerical tasks related to the Student Engagement department. Basic office work includes but is not limited to answering phones, welcoming students, copying, filing.
  2. Supports the Dean of Student Engagement and the student engagement team; directly reports to the Dean of Student Engagement.
  3. Assists those who are managing a crisis situation with communication support and messaging.
  4. Creates a professional, positive, and helpful office atmosphere for students, staff, faculty, visitors, and callers.
  5. Provides customer service by greeting students and visitors, answering incoming calls, directing students and visitors to services and offices, and providing appropriate information and successful resolution of routine administrative issues.
  6. Assists with department activities with students, resident assistants, peer leaders, gender center peers, Greek society leaders, and women’s leadership peer mentors.
  7. Schedules and organizes staff meetings, one-on-one meetings, conduct sessions, safety inquiries, workshops, leadership events, employee forums and other meetings (as needed by the Dean of Student Engagement).
  8. Provides administrative support to the Student Engagement Office, including the maintenance of calendars, collection and compilation of data, preparation of correspondence and other materials, operation of standard office equipment (copier/fax machine/scanner), supply ordering and inventory, as well as the processing of requisitions, invoices, and other requests.
  9. Tracks program expenditures and maintains budgets using Excel, and myOlivet portal finance systems.
  10. Maintains up-to-date knowledge of college procedures and regulations as they pertain to college policies and daily operations.
  11. Access and application of student record systems, update files and information as needed, as well as assist with necessary tracking using student record systems jenzabar, comet info, stuinfo, handshake, etc. (data management systems).
  12. Be a leader that others can look up to; serve as a role model the Olivet College Compact and Student Handbook policies and procedures.
  13. Coordinate travel and all travel related arrangements (accommodations, conference registrations, etc.) for staff and participating students.
  14. Accurately prepare and certify online payroll for hourly and salaried employees including the collection, processing, and auditing of leave forms (full-time), educational aide and work study timesheets, as well as appropriate appointment pay forms.
  15. Handles routine tasks pertaining to the successful execution of the program, including submitting work orders, obtaining hospitality items, and setting up as needed.
  16. Exhibits sensitivity toward any student participants while honoring the confidentiality and privacy of student records, as well as sensitive information.
  17. Provides service excellence through courteous, informed, accessible and professional engagement.
  18. Perform other duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

Preferred: Bachelor’s Degree, with 2 years of experience in an office environment, in a residence hall environment or similar transferable skills.

Required: 2 years of experience in an office environment, in a residence hall environment, or similar transferable skills.

Working Conditions: Work performed in and out of the office environment. The hours for this position are typically 8:00 am to 4:30 pm Monday-Friday, with a 30-minute lunch. 

Performs duties in a diverse, challenging and occasionally stressful environment.

Hazards: Mainly those present in a normal residence life setting; no known hazards.

Compensation

A competitive salary and comprehensive benefits package will be offered to the right candidate. Generous paid leave. Tuition remission programs available. 

To Apply: Click on the "Online Application Form" link, select this position and then click on the “Apply” button. From here, follow the instructions for completing the profile, application and uploading your cover letter, resume, and names and contact information for three references.

Once in the Career Center, select the title and then the “Apply” icon to submit a profile and complete the online application process.

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