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Job Summary The Dean of Students Office specialist provides front desk coverage, event planning, and secretarial support for the Associate Student Life Vice President & Dean of Students and the two Associate Deans. They also provide back-up assistance for the Executive Secretary, including the processing and distribution of scholarships in all departments of Campus Life. This position works with sensitive information and experiences that require a high level of confidentiality, adherence to FERPA and other applicable laws, as well as university policy and procedure. Maturity, problem solving, and critical thinking skills, are the vital tools for success in this position. This position also requires a working knowledge of each of the 13 areas and 111 employees in the Campus Life organization. The Dean of Students Office specialist reports directly to the Assistant to the Dean of Students. Essential Functions Provide ongoing services for the DOS office as assigned: - Develop and update systems and processes for all office functions to streamline DOS services.
- Provide secretarial support for Honor Code cases. This includes but is not limited to creating HC student appointments for the Associate Dean as needed.
- Front desk management: receiving visitors & guests, accepting deliveries, answering phones and directing emails. This responsibility includes creating pauses to gather information, exuding a calming influence, and remaining unhurried, unflustered, and unflappable.
- Assist in the processing of Dean's Certifications. These requests are submitted to the Dean¿s office by students or former students applying to universities seeking advanced degrees. This process requires meticulous record keeping and attention to detail.
- Provide Y-Time support for all of Campus Life including full and part-time staff employees and 175 student employees. This includes but is not limited to making accurate entries for each employee to assure they receive appropriate payment according to university deadlines.
- Complete temporary BYU ID approvals.
- Work with University Records systems to maintain and update all DOS university records.
- Maintain certification as a Notary Public and serve the public in this capacity.
- Help with completion of all Y-time expense reports as needed.
- Assist with travel arrangements for DOS personnel, including reservation of university vehicles as needed.
- Assist with planning, reservations, and execution of events for Dean of Students office including but not limited to the annual retreat, open houses, seasonal events, Dean's Conferences, DOSAI, New Employee Training, the Student Affairs Discussion Series, the Dean of Student Photo Contest, etc.
- Assist with the safety and security measures, plans, and protocol of the DOS office.
Provide support for Associate Student Life Vice President & Dean of Students, Associate Deans of Students, Assessment & Evaluation Consultant, Assistant to the Dean of Students, and Executive Secretary - Accept assignments, provide progress reports, and maintain deadlines as set by the ADOS to manage schedule, communication, and day-to-day administrative duties.
- Stay current with new technical skills, organizational ability, and knowledge of new university personnel & systems.
- Gather data, conduct research, write, and compile reports.
- Create flyers, pamphlets, programs, agendas, and handouts for DOS events and programs.
- Work with Assessment & Evaluation consultant on continual updates to Dean of Students Website.
- Take direction well, ask clarifying questions, show initiative, work independently, manage workload, coordinate with office staff.
- Understand and stay current on the issues and operations of the areas of Campus Life generally and areas supervised by Associate Student Life Vice President and Dean of Students as well as the rest of the administrative team.
- Anticipate style/preferences, and assist in maintaining priorities and efficient use of resources. Be invested in the success of the Dean of Students Office and Campus Life.
- Be able to generally represent interests of the Executive Secretary if questions/needs arise and facilitate resolution.
Support the Assistant to the Dean of Students and Executive Secretary in their absences or during urgent issues managed by the Dean of Students Office - Understand the issues managed by the DOS are urgent in nature and require immediate response and resolution.
- Keep up-to-date on policy and department/college updates across campus.
- First thing in the a.m. read, prioritize, and direct the email from the office.
- Review and print out the calendar daily. Understand the priorities of the Dean¿s day (VP meetings, etc.).
- Follow instructions meticulously to avoid delays or mistakes.
- Provide excellent Excel support for projects for the Dean of Students.
- Work with the Assistant to the Dean and Executive Secretary so all training is done before coverage is necessary.
- Understand that the work of the DOS must continue seamlessly and not be personnel dependent.
- Provide supervision of the DOS office in the absence of the Executive Secretary.
Serve as back up Scholarship Coordinator for Campus Life - Serve as the back-up administrator for scholarships in all Campus Life departments including the Center for Service and Learning, International Student and Scholar Services, Multicultural Student Services, Student Leadership, University Accessibility Center, Women's Services and Resources, Extramurals and Enriched Environment scholarships. Work with the Executive Secretary to fulfil this role.
- Help to coordinate the distribution of $4.1 million in scholarships (both from university funds and donor endowed scholarships) to almost 1,600 students.
- Develop and maintain an annual scholarship timeline and awarding periods for Campus Life departments.
- Maintain comprehensive database of Campus Life Scholarships and endowed scholarship agreements.
- Develop and maintain detailed records on scholarship distribution.
- Coordinate regularly with university Scholarship Office to ensure that Campus Life procedures and processes are congruent with university systems.
- Maintain and regularly update a large variety of scholarship notification letters.
- Gather and share "thank you" letters from students with donors and others and coordinate scholarship luncheons where applicable.
- Assist in coordinating and providing training and information sharing in the scholarship process for departmental employees.
- Serves as the back-up scholarship liaison between Campus Life departments, the Dean of Students Office, the Student Life Controller, the University Scholarship Office, and existing donors.
Education/Experience Education: Minimum Required: High school diploma, secretarial experience Preferred: Bachelor's Degree and 2+ Years of University, working knowledge of BYU Experience: Minimum Required: Some BYU experience Preferred: 2+ years University experience Skills, abilities, knowledge, licenses, certifications: Skills, abilities or knowledge preferred: - Superior secretarial skills including: computer use of Microsoft office suite, proper telephone etiquette, proper drafting professional correspondence & meeting minutes, demonstrated proficiency in EXCEL, etc.
- Strong technical writing, editing, and proofreading skills, including use of proper grammar and punctuation.
- Basic knowledge of BYU¿s financial processes including Y-Time, Fast Track.
- Design experience on CANVA, InDesign, etc.
- Demonstrated ability to work independently as well as contribute as a member of a team, while maintaining a positive attitude.
- Ability to deescalate tense situations.
- Ability to Multitask and take direction well.
- Knowledge of the philosophy and policies of the areas of responsibility of the Associate Student Life Vice President & Dean of Students, Associate Deans, and the Brigham Young University at large.
- High level of organizational skills & and attention to detail.
- Ability to exercise initiative, independent thinking, and appropriate responses to high stress situations.
- Ability to solve problems and make decisions within the scope of assigned authority as appropriate.
- Ability to independently set goals and follow them through to completion.
- Ability and willingness to learn new programs and processes.
- Demonstrated ability to prioritize and be flexible.
- Maintain high level of confidentiality, breach of confidentiality could result in termination.
Employee Class: 3/4 Time (28 hour)
Work Location: Provo Campus
Environment: General office or other equivalently good environment
Physical Exam Required: N
Physical Exam Details:
Desired Start Date: As soon as possible
Job Close Date: 03/08/2024
Pay Level: 48
Approximate Starting Salary: $19.25 - $25.00
Documents Required at time of Application:
Required: Cover Letter, Letter of Recommendation 1, Resume
Members of The Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend.
Brigham Young University is an equal opportunity employer, including disability and protected veteran status.
Brigham Young University (BYU) is widely recognized not just for its world-class education, but for its deep commitment to inspired religious values. Gathered together in a Christ-centered atmosphere, BYU employees are a vital part of a community of belonging, where we value the experiences, perspectives, and talents of each individual. If you share in our devotion to faith and to excellence, we have a place for you here at BYU!
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