Assistant to Vice President for Student Life and Dean of Students
Assistant to Vice President for Student Life and Dean of Students
Performs a variety of confidential administrative and support activities, and analyzes and anticipates the needs of the Senior Vice
President for Student Life and Dean of Students. Responsible for the coordination of several major College programs for which the Office has
responsibility such as graduation logistics and communications, New Student/Parent Orientation, Family Weekend, Accepted Students鈥� Day, Open
Houses, additionally assisting the SVPSL/Dean with monitoring tasks and timetables for planning and other special projects.
The Assistant often uses their own discretion and independent judgment, which involves considering, comparing, and
evaluating different courses of action before deciding or recommending a decision regarding the completion of their duties. Readily responds
to student and parent inquiries on sensitive topics and requests, inputting into Maxient software for case management. Advises and assists
other Student Life staff on appropriate College procedures.
The Assistant works in a fast-paced environment
and must possess high energy and enthusiasm, have excellent judgment and understand the critical priorities and tasks of the Senior Vice
President. This position is required to work evenings and/or weekends during peak times or for special events as needed and monitors email
communications during these times as well.
DUTIES AND RESPONSIBILITIES:
Note: The following duties are illustrative and not exhaustive. Responsibilities may evolve based on
organizational needs, and similar or related tasks may be assigned as necessary. Management reserves the right to assign additional duties
as required.
- Prioritizes and arranges meetings, conferences, and appointments on behalf of the Senior Vice President.
Collects and creates required materials and briefings. - Anticipates the needs of the Senior Vice President and exercises judgment to
determine items of highest importance for Senior Vice President鈥檚 attention. Opens, reviews, routes, and tracks incoming correspondence.
Answers inquiries and composes correspondence on own initiative. - Provides coordinating assistance with major Student Life events
such as Orientation, Family Weekend, Accepted Students Day, annual Open Houses, Commencement, Student Leadership Awards, and other special
events as assigned. - Organizes people and activities to manage and conclude projects, coordinating schedules and tracking progress
and results. Keeps projects on schedule. Handles a large volume of detail work. - Provides information through research, data
retrieval, compiling and/or tabulating statistics, and organizing/presenting the information in useable and understandable formats. Prepares
and proofreads reports and charts. Analyzes data in order to formulate recommendations for management. - Plans and coordinates
meetings and events, including but not limited to drafting agendas and meeting materials, proposing attendees, inviting attendees and
tracking responses, reserving rooms, arranging for meals and/or refreshments, verifying that necessary equipment is available and
operational, and participating in and staffing meetings as needed. Take and prepare minutes of meetings. - Manages "Call to Artists"
with local community organizations as assigned by the SVPSL/Dean. Communicates to campus body via Ringling email, Facebook, Portal Messages
and coordinates student participation. Monitors student correspondence with community members for events of this nature. Assists as liaison
for students and community networks as needed. - Staff liaison in assisting and implementing monthly meetings and communications for
commuter and non-traditional students. - Facilitates the success of events by scheduling events with appropriate offices and
organizations, advising/contacting participants or invited guests, preparing agenda and programs, arranging for audiovisual and associated
support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or
providing support during events. - Provide support for the SVPSL/Dean鈥檚 membership on institutional committees and appointments.
- Maintain budget and expense information for projects and special accounts. Provides recommendations regarding the development and
management of budgets, maintaining budget records, reconciling and verifying vouchers and receipts, producing financial reports and
summaries, tracking expenditures, and completing budget transfers. Process payments, purchase orders, contracts and other business
documents. Manage receipts and reconcile monthly purchase cards. - Assist SVPSL/Dean with Student Life component of SACS-COC 5 and 10
Year Self-Study project, and work collaboratively with individuals across campus assisting with the provision of electronic documentation as
needed. - Works with the Design Center on Orientation and Commencement materials providing content, quantities and proofreading in
order to meet production schedule. - Safeguard the confidentiality of sensitive student and College information by exercising
discretion in communicating information to faculty, students, staff and handling records, file, and similar confidential items. - Manage front Office operations and back-up coverage as needed.
- Hire, train and supervise Student Life Assistants.
- Assists students with requests and refers students as appropriate to various Student Life and other staff dependent on their needs.
- Provides supervision for the ordering of supplies, and maintenance of office machines.
- Provides oversight and monitoring of all
Student Life Department鈥檚 websites to insure accuracy and up-to-date postings of information: update content on Student Life website; update
pdf forms and other forms as needed to be posted to website, serving as the content manager. - Receives and responds to or forwards
web inquiries for response by appropriate party. - Posts announcements to the portal and sends 鈥渕ass鈥� emails to students, staff
and/or faculty from Student Life. - Tracks Federal Work/Study and office student budgets via monthly reports.
- Post jobs with
Career Services. - Provides administrative support to the Parent Ambassadors Executive Board members on their initiatives and
meetings. - Manages the annual process for the updating of the Student Handbook, collecting information/changes/updates, reviewing,
proofing and editing in preparation for the SVPSL/Dean鈥檚 review. Obtains for inclusion current policies related to compliance
issues/laws. - Oversees communications for Graduation and Orientation.
- Works with Admissions to send email blasts to
accepted and confirmed students. - Serves on campus committees and attends meetings as requested by the SVPSL/Dean when
appropriate. - Assist SVPSL with special projects as necessary and perform other duties as requested.
KNOWLEDGE, SKILLS AND ABILITIES:
Note: The following
knowledge, skills, and abilities are representative but not exhaustive. Candidates may be expected to demonstrate additional competencies
relevant to the role. Meeting the listed qualifications does not guarantee job placement or advancement.
- Ability to work
independently using judgment and discretion to complete job duties, projects, and assignments with minimal supervision and maintaining
complete confidentiality of records and all other matters discussed or overheard. - Must possess a high level of interpersonal and
human relations skills, flexibility and ability to interact appropriately with a wide variety of personality types. - Ability to
assess workload and effectively prioritize and follow through on tasks; ability to plan and project manage all of the details for large
scale events. - Ability to communicate effectively both orally and in writing.
- Strong internet research skills. Adept at
completing complicated online research projects with minimum supervision. Able to quickly locate and utilize most appropriate and current
sources. Ability to clearly and succinctly communicate research findings. - Ability to read, analyze, and interpret
reports. - Technological self-starter. Proficient in Microsoft Word and Excel; ability to work across entire Microsoft Office suite.
Strong ability in Adobe Software (Illustrator, InDesign and Photoshop). Ability to learn new applications as needed, with minimum
supervision. - Knowledge of and proficiency in Maxient software systems for student conduct and care case management.
- Basic
ability to troubleshoot general office equipment and applications. - Knowledge of office practices, policies and procedures including
typing, filing, copying, transcription, and telephone etiquette. Ability to make accurate basic mathematical computations manually and with
the use of a ten-key calculator. - Ability to work regular business schedule and additional hours as business necessitates.
- Ability to calmly assist students and parents in a wide variety of scenarios, some of which have higher levels of emotionality.
- Ability to present a professional appearance.
EDUCATION AND EXPERIENCE:
Minimum:
- High school diploma or equivalent
- Five years of progressively
responsible administrative support - Proficient in Microsoft Word, Excel, Power Point, Outlook, and data entry.
- Three years
of experience providing project management and/or event planning.
Preferred:
- Bachelor鈥檚 degree
- Experience supporting a senior-level executive; experience in higher education; familiarity with Student
Life functions, policies and processes. - Knowledge of Workday.
Open until filled. Ringling
College of Art and Design is an Equal Opportunity Employer
Apply on-line:
