Administrative Assistant to the Dean of Students

Position Details

Req ID:

req17737

Position Title:

Administrative Assistant to the Dean of Students

Position Type:

Staff Full-Time

Position Number:

1787

Campus:

Langston

Department:

Langston University

Location Address:

United States

Hiring Supervisor:

Hiring Range:
(Contingent upon available funding):

0.00 - 36,000.00, Commensurate with education and experience

Work Schedule:

M-F (8-5)

Faculty Appt Period:

Job Summary:

Administrative Assistant to the Dean of Students 

Grounded in its rich traditions as a historically Black college and university and a land-grant institution, Langston University offers quality post-secondary education to diverse populations through academic, research, community engagement, extension, and co-curricular experiences that lead to professional competence and degree completion.

The Administrative Specialist will provide support to the Dean of Students (DOS) and serve as a resource to the Division of Student Affairs. The Candidate must maintain a friendly, professional, positive, and open environment reflective of the DOS’s management style and priorities. An ideal candidate will understand the purpose and complexity of student development, as well as exhibit a working knowledge of the opportunities and obstacles encountered by student affairs professionals. The Administration Specialist must be decisive, informative and complete all task assigned while working under the pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks and projects.

The major responsibilities of the position are as follows:

• ·    Support the day to day functions of the Division of Student Affairs Suite;

• ·    Assist in development and facilitating divisional programs and initiatives through the academic year;

• ·    Analyze student data to determine if students are in good academic standing;

• ·    Serve as a resource to inform students, faculty, staff, and community partners about services offered and policies in student affairs.

• ·     Assist in maintaining the calendar of DOS by scheduling meetings and appointments involving faculty, staff, students, alumni, parents, and community partners;

• ·    Screen incoming calls/mail and, as appropriate, provides requested information, take messages, or redirects inquiries to the appropriate staff member or office;

• ·    Display strong written communication skills with the ability to draft, edit, and proofread correspondence and reports with minimal grammatical errors;

• ·    Compose correspondence for the DOS’s signature from both written and oral instructions and directives;

• ·    Maintain a high level of confidentiality;

• ·    Demonstrate the ability to work with frequent interruptions and focus on details with accuracy and precision;

• ·    Understand, interpret, analyze, and articulate a variety of divisional and University policies to internal and external audiences;

• ·    Coordinate travel arrangements for office staff by making necessary reservations; and prepares all related travel documents;

• ·    Monitor and maintain monthly expenses for the division and reconcile expenses for each account as well as assist in processing of work orders for the Divisional departments as needed;

• ·    Exhibit advanced skills in using software programs including Microsoft word, Excel, PowerPoint, Microsoft Outlook Exchange, calendaring software, etc.

• ·    Assist in maintaining the divisional website;

• ·    Coordinate office’s filing system and ordering supplies;

• ·    Supervise and train student workers in the Office of Student Affairs;

• ·    Take copious minutes at meetings and transcribe them coherently;

• ·    Identify potentially effective methods of improving work flow for the office and division;

• ·    Must be able to lift and carry supplies weighing up to 30 pounds;

• ·    Work on some nights and weekends as required to support the Division (special events, divisional programs, and strategic initiatives);

• ·    Perform other job-related duties as assigned by the Dean of Students  

Personal qualities sought in the Administrative Assistant include:

• ·    Highly motivated, flexible, adaptable, customer service-oriented and student centered;

• ·    Professionalism when representing the Division of Student Affairs and Langston University;

• ·    Exceptional interpersonal and public relations skills;

• ·    Outstanding organizational skills;

• ·    Project management skills;

• ·    Team oriented mindset to achieve goals and objectives;

• ·    Collaborative and transparent approach to decision-making and problem-solving;

• ·    Excellent verbal and written communication and interpersonal skills; ability to communicate effectively with very diverse constituencies both inside and outside the University;

• ·    Ability to take initiative, work independently and cooperatively with colleagues, and thrive in a fast-paced environment.

• ·   Solid critical thinking and problem-solving skills with careful attention to detail;

Special Instructions to Applicants

Apply online and upload a resume for full consideration.

Education & Experience

Position Qualifications:

MINIMUM REQUIREMENTS: 

Successful candidates will have 1-2 years of progressive experience as an administrative assistant, executive secretary, or staff assistant. Candidates with a Bachelor’s degree are preferred. Candidates with equivalent combination of education and experience will be considered. Candidates must demonstrate the ability to be trustworthy and exhibit sound judgement, integrity, exceptional customer service, diplomacy, and discretion. In the role, the Administrative Specialist will work in a high-profile, fast-paced, administrative office with a heavy work load to promote the vision, mission, and objective of the Division of Student Affairs.

Langston University (LU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, LU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.