Administrative Assistant- Campus Life

  • Scripps College
  • Oct 12, 2021
Full time Education

Job Description

PRIMARY PURPOSE/GENERAL DESCRIPTION: 

Reporting to the Director of Campus Life, oversees the daily operation services provided by the Campus Life unit – Residential Life, Student Engagement and New Student Programs & Orientation; serve as receptionist, providing general information, assistance and customer service related to housing, student activities and orientation to students, parents, faculty, staff, and alumna; provide administrative support to the Campus Life staff.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

  • Provide support and clerical assistance for all functions related to Campus Life services; manage incoming departmental mail and documentation to ensure delivery and processing; review, respond and/or delegate correspondence from general email accounts for Campus Life units.

  • Assist the Director of Campus Life with the management & coordination of New Student Programs and Orientation; maintain requisite documents in support of orientation (i.e., reservations, vendors, timelines, correspondence).

  • Coordinate and maintain the calendar for the Director of Campus Life and the Associate Directors of Campus Life; manage the reservation process for all non-academic spaces; develop & maintain program and events calendar for Campus Life units.

  • Supervise student workers, interns and/or coordinators in the Office of Campus Life; develop and maintain work schedule; review/approve timesheets for accuracy and alignment with work study guidelines (if applicable).

  • Coordinate, prepare, and process all financial, administrative and operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/College personnel and outside organizations.

  • Assist the Director of Campus Life with the preparation of agendas and reports for various unit, divisional and institutional meetings.

  • Assist the Director of Campus Life and the Assistant Director of Residential Life with housing and operations.

  • Process all paperwork for students, staff, and faculty to become authorized driver and vehicle registration forms for the usage of the Scripps vans; update Virtual EMS system with all van registration information.

  • Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.

  • Student Affairs staff perform critical functions regarding the operation of the College, which looks to Student Affairs professionals to support students in a dynamic and ever-evolving campus environment. In order for the College to respond effectively to emergencies and support our community, it is the expectation that you will be prepared to support students and operations as needed. Consequently, Scripps reserves the right to ask that you perform duties outside of the roles and responsibilities included in your formal job description. Scripps is a small liberal arts college and all employees should be prepared to support, wherever needed

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:  

Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

  • Previous experience working in dynamic and fast paced environment; preferably a university setting.

  • Ability to maintain a professional demeanor.

  • Excellent written and verbal communication skills, strong interpersonal skills with faculty, students, staff, and alumna.

  • Competency with Microsoft Office and desktop publishing software.

  • Strong attention to detail and well-developed organizational skills.

  • Ability to accurately compose written correspondence and develop reports having excellent knowledge of business writing procedures.

  • Knowledge of general fiscal management to maintain and monitor department accounts and payroll.

  • Excellent interpersonal skills, ability to interface and communicate confidential information with all levels of campus leadership.

  • Ability to effectively supervise and train student workers.

QUALIFICATION STANDARDS :

EDUCATION & EXPERIENCE:

Bachelor's degree or any combination of education, training or experience that provides the required knowledge, skills, and ability.

Three to five years’ experience which demonstrates knowledge of student services programs and/or office management at a college/university.

LICENSES / CERTIFICATES

Must have drivers license and a driving record acceptable to the college’s automobile insurer.

OTHER:

HOURS & CLASSIFICATION AND STATUS:   

This is a regular, full-time, benefits-eligible, non-exempt position.

The regular scheduled hours for this position are Monday-Friday 8:00am-5:00pm.  May be required to work some evenings, weekends and holidays based on the need of the College or the department.

           

SUPERVISORY RESPONSIBILITY

Will supervise student workers.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate. 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 

Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Scripps College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, sexual orientation, gender identity, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local law.

With the goal of providing the safest campus possible for our community, upon full use authorization of a COVID-19 vaccine by the U.S. Food and Drug Administration and reasonable access to vaccine doses, the College is requiring employees to receive a COVID-19 vaccination. New employees are required to submit proof of vaccination or request an exemption for documented medical reasons or a sincerely held religious belief, within 2 weeks of their hire date.