• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $63,700 - $72,000

Position Summary

Reporting to the Director of the Berick Center for Student Advising (CSA), the Assistant Director is responsible for the planning and execution of the logistical and operational processes for the student Medical Leave of Absence (MLOA) Readmission committee meetings, Kluge Affiliates and SEAS Summer Study programs, Deferred Exams, and Shadow Declaration. This individual will also serve on several committees to contribute to the ongoing design, development, and successful implementation of the College-wide CRM. Working closely with the Director, the incumbent will manage the migration and execution of several CSA procedures and processes to the CRM including student petitions and appeals, summer study funding programs, and MLOA readmission. The incumbent will also be responsible for coordinating meetings and events, maintaining calendars, compiling evaluation data, drafting student communication blasts, maintaining group memberships to several internal email lists and systems, running regular reports for dissemination to advisers, processing invoices and reimbursements in the financial system, monitoring budget and flex card activity, and liaising with College and University offices regarding CSA's participation in college-wide events. The Assistant Director will hire, train, and supervise front desk student workers and in addition, when needed, will assist in reception area duties and answers general inquiries from students, faculty, and staff.

Responsibilities

• Will provide administrative support to the Dean of Advising. Responsible for scheduling meetings and sending calendar appointments, providing technical support and moderation to large-scale webinars or events, drafting and sending student surveys and compiling results, communicating with students as needed on behalf of the Dean, coordinating all-staff, Grade Review and committee meetings including making room reservations, placing catering orders, collecting agenda items, and handling room and A/V setup and breakdown. Will facilitate grade review meetings by using web-based platforms to display information to the committee members, taking accurate notes for updating students' records, and monitoring the flow of participants in Zoom meetings.
• Is responsible for implementing the Kluge Affiliates and SEAS Summer Study Funding programs. Duties include annually updating materials and deadlines for the program, collecting and processing all student applications for funding, organizing the committee review meeting, keeping detailed track of decisions regarding funds, courses, schools and points awarded or denied, communicating decisions to students, processing the disbursement of funds to students within budget allocation, collecting transcripts, and saving all documentation to the centralized student database.
• Working closely with the CSA Director and CCIT, the Assistant Director will lead the migration of both Summer Study Funding Programs to Salesforce to improve the efficiency of collecting applications from students, tracking course requests, communicating decisions, and allocating the funding. Will gather feedback from users for ongoing improvements and enhancements as needed.
• Is responsible each semester for coordinating all logistics associated with the Medical Leave of Absence (MLOA) Readmission process and committee meetings. Duties include outreach to students on leave, collection of readmission packets and supporting documentation from students and advisers, maintaining a spreadsheet of all requests, coordinating the meeting date, time and location with all attendees from various College and University offices, recording and communicating decisions to all students, doing all necessary follow-up as needed, and saving of all documentation to the centralized student database.
• Is responsible for coordinating the Shadow Declaration process for first-year students. Duties include collection/updating of DUS contact information and departmental open houses, keeping the list of majors/concentrations up to date, the creation and mass emailing of the student survey, and compilation of the data for analysis, dissemination, and follow-up.
• Is responsible for all logistics of Deferred Exams each semester. Duties include making classroom reservations, working closely with the administrative assistant on gathering relevant student data and exams, coordinating with departments and other undergraduate schools on the scheduling of specific exams, communicating the location, times, and other vital details to students via email, proctoring all exams on both days each semester, troubleshooting logistical issues, and scanning all exams for return to professors/instructors.
• Is responsible for supporting CSA events/meetings and organizing CSA's participation in college-wide events. Duties include handling room reservations for CSA staff, assisting with setup and logistics as needed, liaising with partner offices to streamline event communications and sign-ups, and maintaining all program archives. Responsible for inputting all CSA events on a centralized Programs, Planning, and Partnerships event calendar.
• Serves as a backup to the administrative assistants on fiscal processing. Maintains office flex cards and monitors spending. Responsible for timely processing and reconciliation of all accounts payable transactions. Also maintains event budgets and ensures expenditures stay within the fiscal year allocation. Adheres to all fiscal responsibilities with existing vendors and creates new accounts as needed with vendor management.
• Oversees the execution, analysis, and distribution of term-based reports to advisers and communicates with students about becoming properly enrolled in courses in accordance with school policies. Also analyzes and provides monthly reports of student appointment data from Advisor Link to senior leadership and other reports as needed.
• Manages the opening and closing of all Salesforce App Cores for over a dozen electronic student petitions each term, ensures that templates and automated communications to students, advisers, and partner offices remain updated, accurate, and functional, and provides training to advisers and admin staff as needed.
• Develop and maintain CRM user guides and other digital resources for advisers, staff, and students to properly utilize the Advisor Link appointment system and other Salesforce app cores.
• Manage the CSA's annual editing of the CC and SEAS bulletins.
• As needed, provide general front desk support, student record-keeping, and all necessary day-to-day administrative support.
• Provides backup and support to the Director as needed and performs other duties as assigned.

Minimum Qualifications

• Bachelor's degree and/or its equivalent required.

• A minimum of 4 years of relevant experience is required (or equivalent combination of education and experience).

• Exceptional organizational, communication, and interpersonal skills with the ability to exercise a high degree of diplomacy, discretion, collaboration, and problem-solving required.

• Demonstrated ability to set priorities, handle multiple assignments, and work with resourcefulness and efficiency in a fast-paced and changing environment with multiple constituencies required.

• Accuracy and attention to detail are essential.

• Strong quantitative and analytical skills are required.

• Professionalism in handling a wide range of communication-oriented tasks and exquisite attention to detail necessary.

• Capacity to work independently on multiple projects and to prioritize appropriately.

• Must have strong data management and spreadsheet skills.

• Computer proficiency is required with knowledge of advanced tasks in the MS Office Suite and Google Suite.

  Applications received without a resume and cover letter will not be considered.

Preferred Qualifications

• Experience in using Salesforce or another CRM is preferred.

• 4 years of related experience is preferred.