Assistant to the Dean of Students

Job Title: Assistant to the Dean of Students

FLSA Status: non- exempt

Department: Office of the Dean of Students

Title of Manager/Supervisor: Dean of Students

Number of Employees Reporting to this Position: 0

Position Summary:

The Assistant to the Dean of Students will perform a wide range of duties to facilitate the efficient operation of the Office of the Dean of Students and to oversee the administrative functioning of the office suite. Duties include but are not limited to written and oral communication with internal and external constituents, managing an online learning platform, and coordinating various projects. The Assistant to the Dean of Students is expected to schedule and coordinate the Deans’ calendars, make appointments, take messages, and send emails on their behalf. The Assistant to the Dean of Students is independently responsible for the oversight and management of the CU Pantry and the Student Affairs Family Newsletter.

The Assistant to the Dean of Students must be able to handle a wide variety of situations and priorities. It is critical that the Assistant to the Dean of Students maintains confidentiality of information. Due to the nature of responsibilities, the Assistant to the Dean of Students must be able to quickly learn and use online platforms and databases. The Assistant to the Dean of Students is a team player, has excellent interpersonal and communication skills, and is able to work well with students, families, guests, and employees.

General Purpose: Provide administrative support for all aspects of the Dean of Students operation as well as oversight and support of the office suite. Manage projects such as the CU Pantry and Student Affairs Family Newsletter independently

This is an on Campus position with zero remote workdays.

Position Responsibilities:

Administrative Support

• Maintain the Dean and Assistant Dean’s calendars and phone communication, including the scheduling of appointments and coordination of meetings.
• Compose routine and advanced communication on behalf of the Office of the Dean of Students, including but not limited to emails, announcements, letters, newsletters, and reports. Some of these communications require the use of Canva.
• Assist Student Affairs colleagues with their communication when requested by the Dean of Students.
• Manage the Office of the Dean of Students email account and fax email account.
• Maintain current Student Affairs staff email list for shared use.
• Act as a primary point of contact for the office suite.
• Provide general oversight of the office suite, including but not limited to ordering and maintaining shared supplies and decorating seasonally.
• Ensure that accurate information is disseminated from the office suite, which may include hiring and supervising student employees for the Office of the Dean of Students.
• Write and manage accurate communications and records for student concerns, notifications of absence, and conduct matters.
• Provide administrative support for division and leadership team meetings, including scheduling, creating agendas (in collaboration with Dean of Students) and minutes.
• Plan and execute Student Affairs division events in consultation with the Dean of Students.
• Serve on the SafetyNet and Behavioral Intervention Team committees, including meeting attendance and note taking, communicating with students and employees, and managing student records.
• Review, reconcile, and report on budgets for the Dean of Students team to include expense reports for the Dean as well as routine expenses.
• Verify requests for student conduct history in accordance with University policy and FERPA.
• Coordinate the Dr. Robert A. Plane Faculty/Staff-Student Endowment Fund, Stephen Newkofsky H’03 Endowed Student Engagement Scholarship, Bill Cotter ’73 Sponsored Media Prize Award, and Emergency Relief Fund. Duties include timely announcements regarding each fund, accepting applications, scheduling committee meetings, maintaining records, disbursing funds in accordance with guidelines, and communicating with all applicants and relevant parties.
• Coordinate with local hospitals regarding medical release forms prior to a student’s hospital discharge.
• Assist in managing the student conduct software system (Maxient), including case creation and report generation when requested.
• Collaborate with Marketing and External Relations for timely and accurate updates to the internal and external web pages on behalf of the Office of the Dean of Students.
• Create marketing materials on behalf of the Office of the Dean of Students.

Special Projects

• Responsible for logistical oversight of the Student Regulations, including but not limited to annual communication to campus partners for updates each summer, tracking updates, maintaining copies of prior Regulations, formatting the Regulations, and disseminating the completed Regulations to appropriate parties and web pages.
• Independently manage the CU Pantry, including but not limited to soliciting donations, purchasing, marketing, maintaining the space, and establishing and maintaining partnerships with campus departments/groups .
• Serve as the account manager for online learning platform Vector (or equivalent), including but not limited to communicating with the Vector team, uploading student information, assigning courses to incoming students and others, and obtaining and maintaining annual assessment data from Vector.
• Coordinate, design, edit, and distribute monthly family newsletter with timely content from Student Affairs colleagues on behalf of the Office of the Dean of Students. Maintain distribution list, including annual deletion upon a student’s graduation. This communication utilizes Mailchimp.

Other

• Participate in division and University committees as requested by the Dean of Students.
• Perform other related duties as requested by the Dean of Students.
Performance of the above duties does not allow for remote work.

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified

Essential Skills:

• Must be able to work independently in a fast-paced environment, learn quickly, effectively multi-task and manage projects, and adjust priorities based on importance.
• Must have excellent organizational skills, written and oral communication skills, and a strong work ethic.
• Must be diligent and detail oriented.
• Must provide superior customer service to families, students, faculty, and staff.
• Must have an overall sense of comfort with technology.
• Must be proficient in Microsoft Office suite or Google suite.
Must be able to quickly learn and use online databases and programs.

Education:
Minimal Qualifications: Associate’s Degree or high school diploma with 5 years of experience in an office setting.

Preferred Qualifications: Bachelor’s Degree with 5 or more years of experience in an office setting.

Experience:

Minimal Qualifications: 4-5 years office experience showing increased levels of responsibility.

Preferred Qualifications: 6-8 years of office experience showing increased levels of responsibility. Knowledge of or willingness to learn case management software. Experience working with college students.

Physical Demands:
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).