Executive Administrative Assistant to the Dean of Student Affairs
Notre Dame de Namur University - Belmont, CA

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Reports to: The Dean of Students

Status: Full time, non-exempt

Supervises: Part-time Student Desk Staff

General Description:

Provide administrative support for the Dean of Students serving as a coordination point for a decentralized Student Affairs Office operation. The AA provides highly confidential administrative support for the Dean and the Coordinator of Judicial Affairs, the administration of some campus life programs and special projects, budget coordination, and other duties as assigned.

Specific Responsibilities/Duties:

1. General Office/Administrative

  • Drafts, prepares, and processes all office correspondence in a timely manner with attention to detail
  • Manages the Dean’s calendar; schedules appointments, arranges meetings, and prepares agendas/supporting materials for the Dean of Students; follows up and tracks actions to be taken in preparation for subsequent meetings
  • Researches and implements travel arrangements for the entire division
  • Maintains office files and archival records
  • Supervises daytime student office workers
  • Serves as recording secretary for various university committees for which the Dean of Students serves as chair. Independent responsibilities include scheduling meetings, gathering information, preparing and distributing agendas and minutes
  • Assists Coordinator of Judicial Affairs in correspondence with students, arranging appointments and tracking highly confidential information

2. Budget

  • Compiles, reviews, monitors, and reconciles departmental budget
  • Prepares monthly summary for Dean of Students
  • Processes purchase orders, check requests, and invoices in a timely manner

3. Serves as a physical coordination point for Student Affairs Division

  • Provides a central location for students, faculty and staff seeking assistance from a student affairs office
  • Responds to general student affairs phone line, directing calls to appropriate offices
  • Manages editing and updating Student Affairs Web sites
  • Maintains files for Student Affairs division
  • Provides the centralized purchasing of supplies for Student Affairs offices
  • Serves as the central Student Affairs mail pick up and drop off point
  • Maintains centralized Student Affairs calendar

4. Special Projects

  • Coordinates Student Affairs initiatives such as class dinners
  • Assists with the coordination of Call to Action Day events
  • Assists with the coordination of divisional assessment projects
  • Assists with the review and editing of the Student Handbook on line and production of the student calendar
  • Provides administrative staff support to Student Affairs position searches
  • Assists in the research and application process for grant funding
  • Other duties as assigned

Qualifications:

  • Knowledge of and some experience in higher education and understanding of student development, bachelor’s degree preferred
  • Successful minimum of 5 years experience in clerical support positions; demonstrated proficiency in preparing, editing, and producing documents in flawless form
  • Demonstrated ability to multi-task, handling priorities with quick turnaround times, meeting non-negotiable deadlines, ability to work independently and with minimal direction in a fast paced, high-visibility office
  • Excellent customer service skills
  • Ability to respond to emergencies and maintain calm in a crisis situation.
  • Good judgment and excellent discretion in matters of student personnel issues and in responding to parents
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Ability to remain flexible to accommodate changing operational needs
  • Exceptional organizational skills
  • Demonstrated ability to research, interpret, organize and present information and ideas in effective written and presentation form
  • Exceptional oral, written, communication and interpersonal skills
  • Demonstrated ability to build successful work relationships by using a respectful and professional communication style
  • Ability to maintain absolute confidentiality and handle sensitive personnel issues
  • High work ethic. Highly reliable in completion of tasks at highest level of quality
  • Experience and ability to work effectively with all internal and external constituencies of the University
  • Demonstrated technological fluency in working in a Windows/MS Office environment and office software packages to include Excel, Outlook, and PowerPoint
  • Project management experience desired
  • Ability to speak and understand Spanish preferred

Application Procedures:

NDNU is committed to providing an educational environment that supports a diverse student population. In your cover letter, please include information about your experiences in working in a diverse environment, and what qualities you would bring to supporting this commitment to inclusive excellence at NDNU.

Please submit a cover letter and resume to:

Notre Dame de Namur University
Human Resources, Job # EASA031813
1500 Ralston Avenue
Belmont, CA 94002


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